Office Specialist

Frontiers Media seeks an Office Specialist in Lausanne to maintain a safe, professional workplace, manage operations, and support employees and events.

This position serves as a core member of the Events and Workplaces team, focusing on the daily functioning of the Lausanne hub. The role demands a hands-on professional who thrives on the floor, taking charge of problem-solving and enhancing the overall workplace experience for everyone.

Responsibilities

• Maintain a visible presence by regularly touring the office to guarantee spaces remain clean, organized, safe, and ready for use.
• Oversee workplace standards across meeting rooms, kitchens, and common areas, addressing potential issues before they affect staff.
• Proactively handle minor maintenance and operational tasks, escalating more complex problems when necessary.
• Manage inventory, supplies, equipment, mail, and storage areas to ensure everything is stocked and orderly.
• Coordinate with vendors, service providers, and building management to handle maintenance requests and workplace improvements.
• Serve as a friendly, responsive point of contact for employees and visitors regarding workplace needs.
• Assist with onboarding and offboarding logistics, including workspace preparation and office orientations.
• Collaborate with the Events team to set up and deliver workshops and internal gatherings.
• Partner with IT and Security teams to uphold physical security, safety, and compliance standards.
• Identify and implement opportunities to enhance the functionality, appearance, and overall workplace experience.

Requirements

• Prior experience in workplace operations, facilities management, hospitality, or a related field.
• Familiarity with workplace health and safety protocols.
• Experience collaborating with building management, contractors, and external service providers.
• Proven ability to manage stock, inventory, workplace equipment, and operational assets.
• A proactive, hands-on attitude with a strong sense of ownership.
• Exceptional organizational abilities and keen attention to detail.
• Comfort managing multiple priorities in a dynamic, fast-paced setting.
• A practical, solution-focused mindset.
• Business-level proficiency in both English and French.

Nice to have

• Basic maintenance, repair, or DIY skills with confidence in resolving minor workplace issues.
• Experience supporting workshops, meetings, or internal events.
• Basic IT or AV troubleshooting skills.

What the company offers

• The company prioritizes in-person collaboration and office presence, while offering appropriate adjustments where needed, in line with company policy.
• Additional wellbeing days beyond the standard annual leave allowance.
• Up to three paid volunteering days per year.
• Access to a 24/7 confidential Employee Assistance Programme covering wellbeing, mental health, legal, and financial support.
• Learning and development support through the Frontiers Learning Hub.
• Competitive local benefits, which may include healthcare and pension/retirement provision, depending on the country.

About the company

Frontiers Media is a global, mission-driven organization operating at the intersection of science, technology, and innovation. As one of the world's largest and most influential open-access research publishers, the company is dedicated to making science open and empowering the global scientific community to accelerate discovery and develop solutions for healthy lives on a healthy planet. The organization works alongside passionate colleagues who care deeply about advancing knowledge for the benefit of society.

• The company's purpose is to make science open, empowering the global scientific community to accelerate discovery and develop solutions for healthy lives on a healthy planet.
• Frontiers Media is one of the world's largest and most influential open-access research publishers.
• The organization is a global, mission-driven entity at the intersection of science, technology, and innovation.
• Colleagues are passionate about advancing knowledge for the benefit of society.