Job Description Template: Office Manager
An Office Manager handles day-to-day operations, administration, and logistics for your SME. This template covers duties, skill requirements, and what to offer—built for Swiss employers recruiting without an HR department.
The Office Manager role is the backbone of daily operations. They manage correspondence, supplier relationships, facilities, travel, events, and often payroll support. For a small Swiss firm, this is often the first administrative hire.
Use this template to clarify the scope before posting. Adapt the Pensum (percentage), canton, language requirements, and compensation to your budget and location. Always consult a lawyer on employment contract terms and applicable collective labour agreements (GAV).
What the role does
The Office Manager ensures the office runs smoothly. They are the first point of contact for visitors and calls, manage calendars, book travel, oversee suppliers, and maintain records. They report to the founder or management.
In many small firms, the Office Manager also supports HR tasks: onboarding new staff, document management, and liaison with the employment office (RAV/ORP/URC). The exact scope depends on your company size and structure.
- Reception, correspondence, and phone management
- Travel booking, expense tracking, and invoicing
- Supplier and vendor relationship management
- Office facilities, cleaning, and IT equipment ordering
- Calendar coordination and meeting preparation
- Support with payroll, benefits, and employee records
Must-have and nice-to-have requirements
Look for reliability, attention to detail, and calm under pressure. Office Managers often juggle many tasks and must prioritise without constant supervision. Communication in the local language is essential; English is often useful in international teams.
Experience in a Swiss SME is valuable but not always necessary. Someone from a larger firm can learn your company's rhythm quickly if they are organised and adaptable. Technical skills—spreadsheets, basic accounting software, CRM—matter more than years in role.
- Fluent in the canton's main language (German, French, Italian, or Romansh); English a plus
- Proven ability to manage multiple priorities and deadlines independently
- Experience with MS Office, Google Workspace, or equivalent; accounting software a bonus
- Familiarity with Swiss labour law, payroll, and tax withholding (Quellensteuer) preferred but trainable
- Excellent communication and interpersonal skills; discretion when handling confidential information
- Swiss driving licence optional, depending on location and errand frequency
What to offer and how to set the compensation
Office Manager salaries in Switzerland vary by canton, firm size, and experience. A rough starting range: CHF 60,000–75,000 gross per year for 80–100% Pensum. Check your canton's labour surveys or ask a recruiter for current benchmarks. Always offer at least 4 weeks' holiday.
Beyond salary, highlight stability, learning opportunities, and workplace culture. Many Office Managers value flexible hours, home-office options (if applicable), and a 13th-month bonus. Clarity on whether you offer a company car, health insurance subsidy, or gym membership matters to candidates.
- Salary range: CHF 60,000–75,000 gross annually (adjust for canton and experience)
- Pensum: typically 80–100%; part-time arrangements negotiable
- Holiday: minimum 4 weeks; consider 5 weeks to attract senior candidates
- 13th-month bonus: common in Swiss SMEs; state clearly if offered
- Flexible working hours, home office (if role permits), or job-sharing options
- Professional development budget, language courses, or soft-skill training
Frequently asked questions
- Where should I mention language requirements in the job ad?
- List the required language prominently in the intro or requirements section. State it clearly: e.g. 'fluent German (native or near-native)' or 'German and French both required'. Note English as a 'nice-to-have' separately. Swiss candidates expect this upfront.
- Should I mention the canton or city in the ad?
- Yes, always. Swiss job seekers filter by canton and commute distance first. State the primary office location (e.g. 'Zurich, Zurich canton') and note if remote or hybrid work is possible. If you're open to working anywhere in Switzerland, say so explicitly.
- What should I do if I don't know Swiss payroll or labour law?
- Consult an employment lawyer or HR consultant before finalizing the contract. Swiss law requires compliance with working-time rules, Quellensteuer deductions, and mandatory contributions. A small investment in legal review protects both you and the hire.
General information for Swiss employers, not legal advice. Have a lawyer confirm anything with legal consequences.