Office Administrator

About Man Group

Man Group is a global alternative investment management firm focused on pursuing outperformance for sophisticated clients via our Systematic, Discretionary and Solutions offerings. Powered by talent and advanced technology, our single and multi-manager investment strategies are underpinned by deep research and span public and private markets, across all major asset classes, with a significant focus on alternatives. Man Group takes a partnership approach to working with clients, establishing deep connections and creating tailored solutions to meet their investment goals and those of the millions of retirees and savers they represent.

Headquartered in London, we manage $193.3 billion* and operate across multiple offices globally. Man Group plc is listed on the London Stock Exchange under the ticker EMG.LN and is a constituent of the FTSE 250 Index. Further information can be found at www.man.com

* As at 30 June 2025

As Office Administrator, you will be key in supporting the operations of Man Group's Swiss office based in Pfäffikon SZ. We are an international, primarily English-speaking office, with headquarters in London.

You will report to the Office Manager, working independently and proactively, acting as a key point of contact for the office, deputizing for the Office Manager in her absence. You will also provide high quality support to the wider, global Corporate Real Estate Services (CRES) team and local leadership,

You will be responsible for delivering hard and soft services, including Reception, travel, catering/hospitality, post, stationery, office maintenance, waste management, security, contracts, etc..

You will support with local Health & Safety requirements (e.g., office risk assessments, first aiders, fire wardens, H&S checks etc.) to ensure that Man Group is compliant with all regulatory requirements and follows best practice in all its activities.

In summary, working for a global multidisciplinary office management team delivering excellent customer service to Man Group staff and any clients.

This role could provide the possibility for flexibility and to offer this as an 80% FTE (p/t).

 

Responsibilities:

Reception & Switchboard

Manage the Reception desk:

• Be the first point of contact; welcome external visitors, serve refreshments.
• Answer and redirect incoming telephone calls (in German and English).
• Occasional taxi booking.
• Check on meeting rooms and troubleshoot any issues.
• Assist with travel booking and other arrangements for colleagues’ business travel.
• Complete and control expense reports for Sales team members.
• Support the planning and execution of internal and external events (Summer & Winter staff parties) and support with the décor for miscellaneous office events (e.g. Pride and other Diversity, Equity and Inclusion events).
• Raise Purchase orders, onboard new suppliers and ensure (with Accounts Payable team) invoices are processed and paid.
• Provide management information/data analysis/reporting as required.

Internal Services

• Receive and distribute post, parcel and couriers. Manage postal supplies.
• Maintain office orderliness. Order kitchen, stationery and other office supplies.
• Manage Legal Signatures mailbox, get important documents signed.
• Oversee offsite archiving, including destruction of aged archiving and intake of new archiving. Maintain office archive list.
• Ensure good working relationships with the Landlord and/or building management.
• Support the Office Manager to co-ordinate and oversee third party contractors including but not limited to, cleaning, waste management and recycling, office maintenance, access control etc. engaging with building management/landlord where required.

Health & Safety

• Support the Office Manager to ensure the following:
  • the office complies with local regulations on office fire evacuations.
  • ensure the Accident, Incident & Near Misses process is completed.
  • office risk assessments are carried out with regular inspections to ensure no obstructions to walkways and entry doors; and to ensure no damages to furniture, fixtures or equipment that may cause injury.
• Ensure all life safety equipment is checked and ensure First Aid box is easily accessible to all staff and regularly checked to be stocked.
• Maintain accurate records of first aiders and fire wardens including organising training courses as per statutory requirements and training certification.
• Ensure that in respect of all matters in your role, (including the planning and delivery of work), you understand and comply with all company policies, practices and statements relating to risk, compliance and confidentiality. 

 

Key Skills & Experience:

• The role would suit someone with a KV education (or similar). Experience gained in a similar role would be an advantage.
• We are looking for a motivated, service-oriented person, with a proactive mindset and good organizational skills. You have an eye for detail, work in a structured and independent manner, able to multitask and remain calm under pressure.
• Personable and able to develop relationships at all levels in the organisation with particular emphasis on customer service excellence. Encourage collaboration and teamwork.
• You are proficient in German and English, both orally and in writing. PC literate: proficiency in Microsoft Office.
• As the role is primarily about the office, working from home is not encouraged except in adhoc exceptional circumstances.

Inclusion, Work-Life Balance and Benefits at Man Group
You'll thrive in our working environment that champions equality of opportunity. Your unique perspective will contribute to our success, joining a workplace where inclusion is fundamental and deeply embedded in our culture and values. Through our external and internal initiatives, partnerships and programmes, you'll find opportunities to grow, develop your talents, and help foster an inclusive environment for all across our firm and industry. Learn more at www.man.com/diversity.

You'll have opportunities to make a difference through our charitable and global initiatives, while advancing your career through professional development, and with flexible working arrangements available too. Like all our people, you'll receive two annual 'Mankind' days of paid leave for community volunteering.

Our comprehensive benefits package includes competitive holiday entitlements, pension/401k, life and long-term disability coverage, group sick pay, enhanced parental leave and long-service leave. Depending on your location, you may also enjoy additional benefits such as private medical coverage, discounted gym membership options and pet insurance.

Equal Employment Opportunity Policy

Man Group provides equal employment opportunities to all applicants and all employees without regard to race, color, creed, national origin, ancestry, religion, disability, sex, gender identity and expression, marital status, sexual orientation, military or veteran status, age or any other legally protected category or status in accordance with applicable federal, state and local laws.

Man Group is a Disability Confident Committed employer; if you require help or information on reasonable adjustments as you apply for roles with us, please contact TalentAcquisition@man.com.