Workplace Experience Specialist

Workplace Experience Specialist (ZURICH-based)

We are looking for a passionate and proactive Workplace Experience Specialist to join our team in Zurich, supporting our local office of approximately 80 employees, as well as our hubs in Munich, Berlin and Vienna, with around 25, 32 and 7 employees respectively.

In this role, you will be instrumental in ensuring the smooth operation and maintenance of our workplace, while also providing support that extends far beyond day-to-day facility maintenance. Your mission is to deliver a 7-star employee experience across all our workplace environments.

Reporting to the Workplace Real Estate Manager, you will also have the opportunity to support other hubs in our portfolio and must be open to occasional travel.

This is more than just an operational role. We are looking for someone who brings a critical and analytical mindset, a passion for continuous improvement and the energy to make things better every day. You are organized, structured and able to effectively prioritize tasks and solve problems with a positive, can-do attitude.

Key Responsibilities

• Own the daily workplace environment and ensure that it consistently delivers a 7-star experience to all employees.
• Ensure the ZRH, MUC, BER and VIE hubs operate smoothly, safely and to the highest standards by proactively identifying and addressing issues before they impact the employee experience.
• Perform regular walkthroughs to assess workspace conditions, flag improvement opportunities, and ensure the office looks and feels its best.
• Coordinate and manage office resources, including supplies, equipment, and furniture, ensuring everything is well-stocked and functioning.
• Monitor and oversee contracted services (e.g., food & beverages, maintenance, cleaning, security, gardening, waste management) to ensure optimal cost, service quality and response time.
• Collaborate with Experience and Health & Safety teams to maintain a safe, clean and comfortable workplace environment.
• Reinforce and amplify safety protocols and emergency procedures within the workplace.
• Act as a key point of contact for internal stakeholders and external vendors, ensuring expectations are managed and met with professionalism.
• Support and help coordinate workplace-related projects and internal events, working closely with internal teams to manage logistics and execution.
• Liaise with external suppliers and service providers to ensure timely and quality delivery of services.
• Assist with front desk tasks, including managing incoming and outgoing mail, packages and deliveries.
• Handle daily administrative tasks including invoice processing, purchase order tracking, expense monitoring and office-related budget control.
• Monitor and manage communications through Slack, email, and Zendesk tickets; categorize, prioritize, escalate and ensure timely resolution of requests.
• Create and send out relevant internal communications and announcements related to the workplace.
• Obtain and compare quotes for purchases, negotiate favorable terms and track procurement of goods and services.
• Maintain a critical and analytical eye on all workplace operations, always looking for ways to improve processes, enhance efficiency and elevate the employee experience.
• Manage and prioritize multiple tasks with structure, clarity and a positive hands-on approach even in a fast-paced environment.
• Support additional hubs in the portfolio when needed and be available to travel occasionally.

What we are looking for

• A genuine passion for creating exceptional workplace experiences.
• A continuous improvement mindset with strong attention to detail.
• Highly organized and capable of managing multiple priorities simultaneously.
• A natural problem-solver who stays calm under pressure and takes initiative.
• Strong interpersonal and communication skills – a true team player and stakeholder partner.
• A positive, can-do attitude with a proactive approach.
• A hands-on person capable of carrying projects within its scope autonomously from inception to completion.