Workplace Assistant, Procurement

South Pole is an energetic, global company offering comprehensive sustainability solutions and services. With offices spanning all continents across the globe, we strive to create a sustainable society and economy that positively impacts our climate, ecosystems and developing communities. With our solutions, we inspire and enable our customers to create value from sustainability-related activities.

Job Summary:

The Workplace Assistant will be responsible for ensuring that the Zurich office offers an enabling work environment which promotes productivity, employee engagement and a strong community spirit. This role is as much about tasks and functions as it is about character and personality. While our climate experts need a functioning workspace to operate efficiently, they also rely on the office space as a community hub where social interaction amongst professionals is encouraged. Formally, you will directly report to the EMEA Workplace Procurement Senior Specialist to assure compliance and collaboration with the head of Procurement, Real Estate, and Health & Safety. Functionally, you will collaborate closely with Zurich’s office Director, for on-the-ground support and guidance. This role brings a proactive and strategic approach to driving local workplace efficiency while connecting Zurich to our global South Pole experience. As a Workplace Assistant, you will ideally be present in the office 4-5 days a week, with a 20-hour-per-week average.

Main tasks & responsibilities:

• Liaise with the EMEA Workplace Procurement Senior Specialist & office Director to ensure smooth office operations and an enhanced employee experience.
• Be the point of contact to greet office visitors, as well as to reception on-site post and parcel deliveries, assuring that letters and parcels reach their destinee.
• Manage the stock of office supplies (incl. stationary, snacks etc.) with the provided budget.
• Ideate and create meaningful events, celebrations, and social initiatives for our Zurich office. (Partner with local leadership to provide inclusive events).
• Manage suppliers and material procurement, ensuring to always promote office environment that accounts for various working needs and requirements, in an effective and sustainable manner.
• Work with local office building managers to monitor and manage all mechanical and electrical systems to assure a planned, preventative maintenance schedule.
• Own security and safety in the office, assuring their reactive maintenance and cleaning, providing timely responses to any office emergency situation, and being a point of contact for remedial works with third-party vendors.
• Work with the EMEA Workplace Procurement Senior Specialist to plan and execute space-related activities such as seating shuffles, office moves with design and build elements, equipment repairs, etc.
• Help the EMEA Workplace Procurement Senior Specialist update the Zurich Basecamp page.
• Assist the EMEA Workplace Procurement Senior Specialist update key administrative documents for Zurich: leases, layouts, invoices, floor plans, contact information, etc.
• Build strong relationships with business partners - IT service provider, Health & Safety / Real Estate, People & Culture, EDIB, Finance, Sustainability, etc.
• Maintain and report on metrics, including budget, office occupancy, etc., and act upon feedback to enhance operations and employee experience.
• Ensure office accessibility (badges, key fobs, parking spaces, etc.) is maintained and up to date.
• Monitor local office sustainability initiatives and data.
• Ad-hoc support, if the Office Director is in need of extra assistance.

Skills & Experience

• Interest or prior experience in a workplace role or a similar industry.
• Strong people skills, able to drive group engagement and team spirit.
• Creative mind, inspired by South Poles company values, and inspiring in communication.
• Adherent to compliance, skilled in information management, keeping the team, stakeholders, and management up to date.
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Take pride in managing South Pole’s HQ, and pursue tasks creatively.
• Ability to work collaboratively as well as strong self-management skills.
• Comfortable managing competing priorities in a fast-paced environment.
• Proficiency in English, and any other local language, such as German (bonus).

What we offer:

At South Pole, we care about our employees as much as we care about the planet. South Pole is not just an employer, we are a Team. South Pole does not just offer people a job, we offer you a career. By joining our team, you will find a strong purpose and deep meaning in everything you do. You will have the chance to make a real difference for our clients and for the planet, working alongside a passionate team of like-minded colleagues, while building your knowledge/skills and developing your career in a fun, dynamic, international and fast-growing organisation.

We’re a planet of 7.5 billion unique and different people. We all have a contribution to make and South Pole is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, religion, colour, sex, gender identity, sexual orientation, age, national origin, marital status or disability. Our recruitment is decided on the basis of qualifications, merit and business need.