WHO WE ARE
We are Publicis Groupe Lausanne, part of Publicis Groupe, the third largest communications group in the world. In Lausanne, we host agencies like Saatchi & Saatchi, Leo Burnett, Prodigious and MetaDesign under our roof.
But it’s not only size that matters: Our office has a team of 70 employees from 24 different nationalities and backgrounds, working for a range of international and regional clients from sectors like tobacco, health, finance, insurance, cosmetics, and consumer goods.
Office Management Trainee
100% - 40h/week
Duration: 6 months minimum (starting September 1st)
Reports to: Office Manager
Responsibilities and Duties
Management of the office operations and coordination between the different departments of the Agency
Office & events coordination
- Act as the main point of contact for all agency employees, fostering a welcoming and collaborative office environment while maintaining strong relationships across teams.
- Coordinate with cross-functional teams to support day-to-day operations and business needs.
- Ensure meeting rooms are properly prepared, equipped, and ready for use.
- Manage meeting room bookings efficiently and proactively prevent scheduling conflicts.
- Support the planning and coordination of conferences, business lunches, internal meetings, and company events.
- Manage office supplies by monitoring inventory levels and placing orders as needed.
- Maintain and organize internal communication files and documentation, ensuring they are up to date and easily accessible.
Office administration
- Liaise with the Finance department on a daily basis to ensure smooth financial operations and timely follow-up.
- Review, validate, and process agency invoices related to Office Management expenses.
- Manage the Group Travel Tool, ensuring accurate travel bookings, invoice reconciliation, and ongoing follow-up.
- Act as the internal IT point of contact, coordinating with IT Managers and facilitating the resolution of complex technical issues.
- Monitor and follow up on office-related administrative processes to ensure deadlines and service levels are met.
Front desk organization
- Manage incoming calls and emails, take messages, and ensure timely follow-up
- Welcome and assist clients professionally
- Handle incoming and outgoing mail and deliveries efficiently
Management of external service providers
- Work closely with the building manager on maintenance and repairs
- Supervise cleaning teams and maintain office order and cleanliness
- Work with external providers (cleaners, painters, electricians) to ensure smooth operations
- Oversee office tools and equipment (badges, printers, facilities)
Office furniture and fittings
- Daily examine and ensure satisfactory condition of agency furniture and fittings
- Supervise office layout and placement of furniture and fittings
- Review and validate furniture and fittings and office upgrades requirements
This list is non-exhaustive, and additional tasks or responsibilities may be assigned throughout the internship, depending on the needs of the team.
Requirements
- Student in Hospitality and Event Management or Administration
- Fluent in English and French; German, Italian, or other languages are a plus
- Proficient in Microsoft Office tools (Outlook, Word, Excel, PowerPoint)
- Strong communication and client service skills
- Reliable, well-organized, punctual, and detail oriented
- Professional appearance with a warm, polite, and discreet attitude
- Ability to multitask and manage priorities in a dynamic environment