Reception and Office Administrator at Lindt and Sprungli

Position Purpose

• The Receptionist serves as the first point of contact for clients, visitors, and employees, embodying the company’s values and professionalism at all times.
• This role is not only responsible for managing front desk operations efficiently but also acts as a brand ambassador, ensuring every interaction reflects the organization’s commitment to excellence, integrity, and exceptional service.
• By creating a welcoming and positive experience, the Receptionist plays a vital role in shaping perceptions of the company and fostering strong relationships.

Job Requirements

• Coordinate front-desk activities, including distributing correspondence and redirecting phone calls;
• Handling customer complaints
• Greet and welcome guests as soon as they arrive at the office;
• Occupational Health and Safety Officer duties (designated Fire Aider)
• Answer, screen and forward incoming phone calls;
• Management of office stationery and kitchen supplies;
• Handling of all courier and postal services;
• Offer administrative support across the organization;
• Direct visitors to the appropriate person and office;
• Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures);
• Provide basic and accurate information in-person and via phone/email;
• Receive, sort and distribute daily mail/deliveries and parcels;
• Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor parking codes);
• Order front office supplies and keep inventory of stock;
• Update calendars and schedule meetings when needed;
• Keep updated records of office expenses and costs;
• Perform other clerical receptionist duties such as filing, photocopying, transcribing and faxing.
• Manage the Chocolate/Finance and storage room and implement controls where necessary
• E-shop duties
• Booking travel and accommodation
• Reconciliation of expense claims for Executive Team
• Ensure first aid kits are compliant, and a register is kept of first aid and firefighter equipment 

Personal Characteristics

• Proven work experience as a Receptionist, Office Administration or similar role;
• Proficiency in Microsoft Office Suite;
• Professional attitude and appearance;
• Professional written and verbal communication skills;
• Ability to be resourceful and proactive when issues arise;
• Excellent organizational skills;
• Multi-tasking and time-management skills, with the ability to prioritize tasks;
• Ability to work under pressure and independently
• Customer service focused;
• Attention to detail;
• Able to grow with the level of responsibilities and with the size and structure of the business.

Skills and Competencies required

• Minimum of 5 years’ working experience in an office environment;
• Advanced Knowledge of Microsoft Office package (mainly Outlook, Word, Power Point and Excel);
• Advanced knowledge of business English (written and spoken)
• Additional certification in Front Desk management/reception is an advantage