Office Manager (70-100%)

Hosoya Schaefer Architects is an internationally active architecture and urban design office based in Zürich with another location in Japan. Since 2003, we have been shaping projects at the intersection of architecture and urban design with a focus on sustainable development, mobility, and the living of the future.

Our international team works in a 700 m² industrial loft in Zürich, in an open, creative, and warm atmosphere. For the heart of our daily office life, we are looking for a dedicated and highly independent personality who takes responsibility, keeps an overview, and enjoys ensuring that things work.

As Office Manager, you are a central contact person in the office and significantly shape how our daily work life functions and how employees, guests, and partners experience our studio. We are looking for a doer personality with initiative, who does not just manage tasks but tackles them independently.

The position is intended for a workload of 70-100 %. Since you take on a central and visible role in daily office operations and at the Welcome Desk, the position is basically located on-site in our Zürich studio.

Your tasks

Office Management & Welcome Desk

• You are the first contact person for employees, guests, suppliers, and external partners and ensure a warm and professional reception.
• You ensure smooth daily office operations and maintain an overview even with many parallel topics.
• You independently take care of the order, organization, and appearance of our office premises and have an eye for what needs to be done, replenished, repaired, or improved.
• You coordinate mail, orders, office supplies, food, external service providers, and other organizational topics.
• You organize internal occasions, meetings, and smaller events and support the management administratively if required.
• You further develop processes and contribute your own ideas.

Administration & Finance

• You take over simple accounting and administrative tasks reliably and in a structured manner.
• In particular, you process incoming invoices and enter them correctly into our accounting system.
• You ensure clean digital filing and traceable administrative processes.
• You work closely with our external accounting on financial and personnel matters.

HR & Team

• You coordinate administrative HR processes and are a first internal point of contact for organizational personnel matters.
• You organize onboardings and offboardings and ensure that everything is prepared and cleanly processed from the first to the last working day.
• You maintain relevant employee data and documentation and coordinate necessary information with our external accounting.
• You help to shape a pleasant, open, and well-organized studio culture.

Your profile

For this role, your personality is at least as important to us as your previous career.

• You are proactive and hands-on: You do not wait for every task to be assigned to you, but you see for yourself what needs to be done and tackle it.
• You are extremely tidy, careful, and structured and enjoy creating a well-organized environment.
• You work reliably and precisely - especially with administrative and accounting tasks.
• You enjoy working independently and take responsibility for your area.
• You like to be present in the office, approach people openly, and see yourself as a host for our studio.
• Ideally, you already have experience in Office Management, Administration, Operations, Hospitality, or a comparable function.
• Experience with simple accounting and/or HR processes is an advantage; more important to us are quick comprehension, accuracy, and the willingness to learn.
• You have very good German skills in speaking and writing.
• You can communicate well in English and feel comfortable in an international, partly English-speaking work environment.
• You are confident in using common digital work tools and MS Office.

We offer

• A versatile and responsible position at the center of our daily office life
• A lot of personal responsibility and the opportunity to actively help shape processes
• An inspiring, international working environment
• A creative and interdisciplinary team with colleagues from over 15 nations
• A position in which initiative is expressly desired and you immediately see what you achieve
• An open, respectful office culture with mutual support
• Joint office occasions and excursions
• A workload of 70-100%, depending on availability and profile

We are looking for someone who enjoys taking responsibility for a well-functioning office - a person who walks attentively through everyday life, shows initiative, and ensures with organizational talent, care, and a positive manner that employees and guests feel comfortable with us.

We look forward to your online application in PDF with the subject -Office Manager (70-100%)- to job@hosoyaschaefer.com.

For questions, Gabriela Bruno is available at gabriela@hosoyaschaefer.com.

Contact

Tel.: +41 43 243 63 13
job@hosoyaschaefer.com

Provider

Hosoya Schaefer Architects
Flüelastrasse 10
8048 Zürich
Switzerland
www.hosoyaschaefer.com

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Job category

Other

Work location

Zürich

Date

1. September

Type of employment

Full-time