Job Description

Office Manager

Location:

Chiasso, Switzerland



(Ideal candidates live in the Milano/Como/Lecco area and have no issues commuting)

Employment Type:

Full-time Swiss employment contract, G-Permit (Cross-Border) will be arranged for the selected candidate by the company



We are looking for a proactive and hands-on

Office Manager

who can transform our current workspace into a functional, welcoming, and well-organized office that people enjoy coming to. Our office is not yet properly set up, spaces are undefined, equipment is stored in bags, and we lack basic amenities such as a coffee machine. We need someone who takes ownership, brings structure, and builds an environment that supports productivity and collaboration.



This role combines office management, light administrative duties, and basic HR/finance support with some executive assistance activities. You will also be a key point of contact for team needs, vendors, and day-to-day operational coordination.

Responsibilities:

Take full ownership of organizing and setting up the Chiasso office into a functional, professional workspace. Create clear office zones (desks, meeting areas, lab space, storage, etc.). Ensure the lab area is properly structured, equipped, and no longer "stored in bags." Introduce and maintain basic office amenities (e.g., coffee machine, supplies, signage, comfort items). Develop and maintain an orderly, clean, and efficient work environment. Handle basic HR administrative tasks (documents, onboarding coordination, staff support). Assist with low-level finance tasks such as collecting receipts, managing invoices, or coordinating with accounting. Manage office-related vendors and suppliers, including sourcing, negotiating, and maintaining relationships. Oversee procurement of office materials and ensure stock levels. Arrange travel, accommodations, and logistics for team members and visitors. Act as a point of contact for employee needs and day-to-day issues. Support company events, meetings, and internal coordination. Provide light executive assistance to management, such as scheduling, meeting coordination, and preparation of simple documents or reports.

Requirements:

Based in the Milano/Como/Lecco region with the ability to commute easily to Chiasso. Willing and eligible to work under a Swiss employment contract (we will support obtaining the G-Permit for cross-border workers). Proven experience in office management or administrative/operations roles. Strong organizational skills and the ability to bring structure to an unorganized environment. Comfortable taking initiative and driving improvements independently. Excellent communication and interpersonal skills. Fluent in Italian and English; German is a strong plus.
Ability to manage multiple tasks, work with vendors, and support both office and team needs.
Proactive, reliable, and solutions-oriented mindset.

What's in it for you:

Comprehensive and competitive Swiss compensation and benefits package Fast paced environment full of career development opportunities Private medical insurance The opportunity to shape and rebuild an office from the ground up. Autonomy to create processes, improve operations, and influence the company culture.

EEO Statement

We have a strong belief in equal employment opportunity. Polus commits to providing a work environment free of harassment and discrimination. All Polus hiring decisions are based on individual qualifications and job requirements without any regards to sex, race, age, color, religion, national origin, disability, sexual orientation, gender identity, military service - all qualified candidates have the same opportunities. Polus will not tolerate any form of discrimination or harassment based on any of these characteristics.