Administration Officer (german speaker)

Job description

Role Description This role will form part of FNZ’s frontline and will centre on providing administrative support to the business by managing the business suppliers and ensuring all offices are aligned. This role will ensure office facilities are maintained to a level that meets the demands of a creative and innovative company. This is an office based with an expected attendance level of five days a week. This role will sit within the Support Services Team (SS). The Support Services team is responsible for supporting the business, providing a quality service to both internal and external clients. Specific Role Responsibilities Co-ordinate and manage the office in line with business values and creating and ensuring global consistency of all offices Maintain effective communication links across the SS team/business Manage the budgets for assigned office locations Manage office security in conjunction with IT department and building security team for assigned locations, booking in all visitors using building specific booking systems and liaising with the building reception and security teams and attending Building Management Meetings as required. First point of call for all telephone calls/meetings for the business and relaying messages. Management of health and safety / Covid policies and procedures for assigned locations. Ensuring H&S checklists are undertaken Liaison with contractors regarding any building issues which arise, monitoring this through to completion for assigned locations Coordinate and oversee office moves, refurbishments, and layout alterations for the office and assigned locations as required Ensure new starters are orientated across assigned locations and office manuals are maintained and updated Managing meeting room facilities to ensure the best standards are provided, ensure AV equipment is provided, any hospitality and catering requirements are met for assigned locations General administration duties including scanning, printing and/or filing as required by the office Managing office suppliers to ensure the best possible, cost effective, service is obtained Management of month-on-month office spend and update finance in advance of any cashflow issues. Manage the location budget and tracking Procurement processing Management of office consumables, stationary, and kitchen consumables Within the Support Services team it is required that the individual provides cover for holidays with your assigned ‘buddy’ Undertake any other projects/tasks as may be required to facilitate the smooth operation of the Company. Undertake Risk and Compliance Training Undertake Fire Marshal and First Aider Training. Ensure office documents are loaded to Sharepoint and maintained Help support sustainability of our offices. Experience required Motivated to exceed expectations, and ability to represent company image & values; Proactive; Eye for detail and perfectionists view of service standards; Able to manage people and service providers; Good problem solver - logical and reactive in response to unexpected queries/circumstances; Must demonstrate flexibility to get involved in tasks at all levels; Must demonstrate flexibility and adaptability to juggle a range of different tasks and work extra hours to meet deadlines as required; Relationship building skills essential for staff, customers, service providers; A good knowledge of Word, Excel and PowerPoint is required. Confident, and able to take initiative given client and delivery-focused environment; Independent, self- directing and delivery focused working style; Good team communication skills, confident in dealing with internal and external clients; An understanding of confidentiality issues and the use of discretion About FNZ FNZ is committed to opening up wealth so that everyone, everywhere can invest in their future on their terms. We know the foundation to do that already exists in the wealth management industry, but complexity holds firms back. We created wealth’s growth platform to help. We provide a global, end-to-end wealth management platform that integrates modern technology with business and investment operations. All in a regulated financial institution. We partner with the world’s leading financial institutions, with over US$2.4 trillion in assets on platform (AoP). Together with our clients, we empower nearly 30 million people across all wealth segments to invest in their future.