Job Description

Our client is a well-established international shipping company headquartered in Geneva, with approximately 60 employees and operations spanning Europe, the Middle East, Asia, Africa, Australia and the Americas.

The company is recognised for its long-term employee retention, entrepreneurial culture and commitment to internal career development. Many employees have spent more than decades with the organisation, reflecting a stable and collaborative working environment.

We are seeking a proactive and highly organised Office & Administration Coordinator to join our Geneva headquarters.

This is a broad and varied position at the heart of the business, combining office management, executive support, HR administration, IT coordination and corporate administration. The successful candidate will ensure the smooth running of the Geneva office while acting as a key point of contact for employees, visitors, suppliers and local authorities.

The role offers significant exposure to the shipping industry and provides excellent opportunities for professional growth and increased responsibilities over time.

Responsibilities
Office Management & Administration

• Manage the day-to-day operations of the Geneva office
• Welcome visitors and external stakeholders
• Handle incoming calls and general correspondence
• Coordinate office suppliers and service providers
• Manage office expenses and invoices
• Oversee relationships with the building management company and external contractors
• Coordinate postal and courier services, including DHL and registered mail
• Ensure office facilities are maintained to a high standard

Executive & Team Support

• Provide administrative support to senior management
• Organise business travel, accommodation and itineraries
• Coordinate meetings and visitor schedules
• Prepare correspondence, letters and corporate documentation
• Assist with internal projects and ad hoc administrative requests

HR Administration

• Act as a first point of contact for HR-related administrative matters
• Coordinate employee holiday records and absence tracking
• Support onboarding and general employee administration
• Assist with HR documentation and record management

IT Coordination

• Serve as the local point of contact for IT-related matters
• Coordinate with the Group IT Manager and external providers
• Support office equipment, telephony and user administration
• Promote adherence to IT security policies and best practices

Corporate & Regulatory Administration

• Liaise with local authorities and public-sector organisations when required
• Coordinate interactions with the Commercial Register and other administrative bodies
• Assist with the preparation and filing of corporate documents
• Support compliance with local administrative requirements

Shipping Documentation Support

• Assist operational teams with administrative shipping documentation
• Maintain accurate records and filing systems
• Ensure document references and supporting paperwork are properly managed
• Support teams in handling documentation where accuracy and attention to detail are critical

Profile

• 5+ years' experience in office administration, executive assistance, office management or a similar role
• Excellent organisational skills and strong attention to detail
• Comfortable managing multiple priorities in a fast-paced international environment
• Strong administrative and coordination capabilities
• Interest in technology and ability to coordinate IT-related matters
• Professional, service-oriented and discreet
• Proactive mindset with a willingness to learn and take on additional responsibilities

Languages

• Fluent French and English, both written and spoken
• Professional and polished communication skills

Additional Requirements

• Strong knowledge of the Geneva business and administrative environment
• Experience dealing with local authorities, property managers or corporate administration is highly desirable
• Excellent knowledge of Microsoft Office applications

Compensation & Benefits

• Salary up to CHF 80,000 depending on experience
• Discretionary annual bonus
• 24 days of annual leave
• Generous Pension plan (LPP)
• Long-term career development opportunities within a stable international organisation
• Exposure to a global business environment