Office Manager (Accounting/HR Assistant)

Alohi SA brings together a team of highly competent engineers that focus on merging state-of-the-art technologies with compelling user experience in order to simplify and enhance life for companies and people around the world. The company provides SIGN.PLUS (a legally binding electronic signature) and FAX.PLUS (online faxing) services to over 2,000,000 customers worldwide.Alohi SA is headquartered in Geneva, Switzerland, and is supported by the state of Geneva through Fongit “Fondation Genevoise pour l’Innovation Technologique”

We are looking for a competent Office Manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. The responsiblities for this role will also include assisting with HR and accounting.

Responsibilities

• Act as the point of contact among executives, employees, clients and other external partners
• Manage information flow in a timely and accurate manner
• Make travel and accommodation arrangements
• Rack daily expenses and prepare weekly, monthly or quarterly reports
• Organize the office layout and keep up with office supply inventory
• Take minutes during meetings
• Format information for internal and external communication – memos, emails, presentations, reports
• Organize and maintain the office filing system
• Schedule meetings and appointments
• Manage contract and price negotiations with office vendors, service providers and office lease
• Ensure that all items are invoiced and paid on time
• Plan in-house or off-site activities, like parties, celebrations and conferences
• Assist in the onboarding process for new hires

Requirements

• Fluent in English and French (Both writing and speaking)
• Excellent verbal and written communications skills
• Outstanding organizational and time management skills
• Discretion and confidentiality
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem solving skills
• A creative mind with an ability to suggest improvements
• Prior use of tools such as Bexio and Xero is considered an advantage