Job Description

Alohi SA, headquartered in Geneva, Switzerland, brings together a highly competent team that focuses on merging state-of-the-art technologies with compelling user experience to simplify and enhance life for companies and people worldwide. The company provides Sign.Plus (a legally binding electronic signature), Fax.Plus (online faxing), and Scan.Plus (AI-powered mobile scanner) to over 4,000,000 customers worldwide.



At Alohi, we began our journey with an initial seed investment from Fongit "Fondation Genevoise pour l'Innovation Technologique" which is backed by the state of Geneva. But instead of relying on external funding to fuel our growth, we've chosen to bootstrap our way to success. This approach has allowed us to prioritize our customers and build products that truly meet their needs, without being beholden to outside investors. By remaining financially independent, we've been able to maintain our autonomy and agility, which have been key factors in our ability to innovate and stay ahead of the curve.

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As an Office Manager at Alohi, you will play a crucial role in ensuring the smooth and efficient operation of our office environment. You will be responsible for managing day-to-day administrative tasks, including coordinating office activities, overseeing office supply inventory, and maintaining a pleasant and productive workspace for all team members. Your role will also involve managing vendor relationships, organizing company events, and assisting with HR-related duties such as onboarding new employees. With your strong organizational skills and proactive approach, you will be the central point of contact for office-related matters, contributing to the overall success and culture of our dynamic team. As a tech company, being tech-savvy and comfortable with digital tools will be a crucial part of your success. We believe in using technology to simplify and improve everything we do!

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Responsibilities

Take full ownership of daily office operations to ensure everything runs smoothly and efficiently. Act as a trusted partner to the Head of Operations, supporting daily tasks, ongoing projects, and process optimizations. Look for opportunities to improve and streamline office and administrative processes, always aiming to make things work better. Take full responsibility for executing special projects, ensuring deadlines and budgets are met. Manage office supplies, track inventory, and handle orders to keep the office fully stocked and running smoothly. Build and maintain strong relationships with vendors, suppliers, and service providers. Handle incoming calls, emails, mail, and ensure that communication flows smoothly inside and outside the office. Organize schedules, coordinate meetings, and support calendar management. Welcome visitors and ensure a professional, friendly, and warm reception experience. Organize and coordinate team events, office celebrations, and team-building activities that contribute to a great company culture. Support HR with onboarding new team members, preparing their workspace, equipment, and onboarding materials. Assist with light accounting tasks, including invoice processing, managing expense reports, and liaising with the finance team. Ensure the office is a safe, pleasant, and fully functional space where everyone can do their best work.

Requirements

Previous experience as an Office Manager or in a similar administrative role. Fluent in English and French (written and spoken). Highly organized with excellent time management and multitasking skills. Strong communication skills with a friendly, professional, and approachable personality. A true problem-solver with great attention to detail. Discreet when handling sensitive information. Comfortable working with digital tools and systems, tech-savvy by nature. Experience with tools like Trello, Canva, Atlassian, or similar platforms is a plus. Familiarity with Google Workspace, Slack, and project management tools is an advantage. * A creative mindset with a willingness to bring forward ideas that improve daily operations and the overall office experience.