Administrative & Back Office Coordinator 100% at Spotted (Lausanne, VD, Switzerland) | Careerkit Jobs
Posted 5 days ago
Spotted·Healthcare·Lausanne, Vaud
Administrative & Back Office Coordinator 100%
RolePart-time · Permanent · Mid · Administration
LogisticsOn-site · 100%
How you match
01
Skills
02
Time managementInvoicingCommunicationBackofficeExpense processingDigital tools for teachingBookkeeping supportProject management softwareAdministrative process improvementStakeholder engagementCost-Savings TrackingGeneral Administration
Languages
EnglishFrench
The role
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01Manage day-to-day administration and back-office activities, including company records, contracts and internal documentation
02Process and track invoices, expenses and payments and prepare documentation for accounting, fiduciary services and Swiss VAT reporting
03Support HR administration and coordinate onboarding and offboarding, including access, equipment and documentation
04Ensure smooth office operations and coordinate suppliers, purchases, equipment, maintenance and external service providers
05Support management with meetings, scheduling, travel arrangements and general coordination
06Keep website content, presentations and company materials up to date and support LinkedIn and other communication channels
07Monitor deadlines, open tasks, contracts and ongoing administrative topics, ensuring that nothing falls through the cracks
Requirements
↳You have experience in administration, back office, bookkeeping, office management or a similar role
↳You have good practical knowledge of invoicing, expenses, bookkeeping and cost tracking
↳You have experience with HR administration and employee onboarding
↳You are confident using Excel or Google Sheets and comfortable working with digital tools
↳You are structured, proactive, independent and detail-oriented, with the ability to manage multiple topics simultaneously
↳You have strong written and spoken English skills; French is highly desirable
↳Experience in a startup, biotech, medtech, healthcare or technical environment is an advantage, but not essential
Benefits
＋A varied and versatile position covering administration, finance, HR, office management and communication
＋A high level of autonomy and responsibility, with the opportunity to actively shape processes and workflows
＋Direct collaboration with management and a wide range of internal and external stakeholders
＋A central cross-functional role with insight into different areas of the business
＋A dynamic and modern working environment in Lausanne
＋The opportunity to contribute your own ideas and improve administrative processes
＋A role where your organization, reliability and initiative have a direct impact on the company
