HR & Office Coordinator

What you’ll be doing

• Onboarding & Offboarding: Assist in coordinating logistics, preparing documents and contracts, and ensuring a seamless experience for new hires and leavers.
• Payroll Inputs: Help collect and verify hours, update PTO balances, and maintain accuracy for Switzerland, US, and China's payroll.
• HRIS Management: Assist in maintaining employee records and data accuracy across all locations.
• Compliance & Key Dates Tracking: Monitor probation periods, contract renewals, and other critical HR deadlines to ensure compliance.
• Systems Integrations: Support the implementation, maintenance, and continuous improvement of HR systems and digital tools.


Office Management & Facilities
• Day-to-Day Operations: Manage all aspects of the Zurich office, ensuring a clean, organized, and functional environment for all employees.
• Vendor and Facilities Coordination: Act as the primary liaison with the building manager, cleaning services, maintenance vendors, and security. Coordinate minor repairs and manage office improvement projects.
• Inventory & Logistics: Maintain and manage all office, kitchen, and restroom supply inventories. Manage company swag and internal distribution.
• Shipment Management: Coordinate global product and package shipments (incoming and outgoing) in collaboration with logistics partners, including generating shipping labels and managing customs documentation (pro forma invoices, air waybills).
• Process Improvement: Identify and implement improvements to office systems, organization, and sustainability practices.
• Mail and Deliveries: Manage incoming and outgoing mail, courier services, and package deliveries.
• Team Support: Serve as a reliable point of contact for employee queries regarding office resources, logistics, and scheduling needs. Assist with meeting room setup and general administrative tasks.
• Visitor & Office Experience: Support the coordination of office visits and meetings, greeting guests as needed, and ensuring meeting spaces and the overall office environment are organized and professional.


Event Planning & Culture
• Event Coordination: Help coordinate and support the planning of internal team events, socials, and company offsites - ensuring smooth logistics, vendor communication, and a great experience for everyone.

What you must have

• Excellent organizational and coordination skills, whether gained through previous office management roles, client-facing service, or a recently completed relevant apprenticeship/vocational training.
• Exceptional interpersonal and communication skills with a natural ability to build rapport and serve diverse team needs.
• Demonstrated organizational and time management skills with an ability to multitask and manage immediate interruptions professionally.
• Strong attention to detail and organizational skills.
• Able to handle multiple priorities in a fast-paced environment.
• Working proficiency in English (written and verbal).
• Working proficiency in German (native speaker preferred).

Get some bonus points

• Experience in a rapidly scaling startup or international company.