Office Manager

at  Alohi

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 (high-quality scans of physical documents) to over 3,000,000 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.

JOB DESCRIPTION:

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.

REQUIREMENTS

• Prior experience as an Office Manager or similar role
• Fluent in English and French (Both writing and speaking)
• Excellent verbal and written communications skills
• Excellent organizational and time management skills
• Discretion and confidentiality
• Ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• A creative mind with the ability to suggest improvements
• Friendly and approachable demeanor
• Highly skilled in technology
• Prior use of tools such as Bexio and Xero is considered an advantage

• Coordinate and oversee day-to-day office operations
• Support the business operations manager by assisting with daily operations
• Help with analyzing and improving current processes to enhance efficiency and effectiveness
• Help with executing special projects, ensuring complete responsibility for achieving milestones promptly and within budget constraints
• Manage office supplies and inventory
• Handle incoming calls and correspondence
• Assist with scheduling meetings and appointments
• Support HR in onboarding new employees and maintaining employee records
• Assist in basic accounting tasks such as processing invoices and expense reports
• Organize company events and team-building activities
• Maintain a safe and pleasant working environment