Office Coordinator

Body

Our organisation

Ageas is a listed international insurance Group with a heritage spanning of 200 years, offering Retail and Business customers Life and Non-Life insurance, and is also engaged in reinsurance activities. As an international insurance company, Ageas concentrates its activities in Europe and Asia through a combination of wholly owned subsidiaries and long-term partnerships with strong financial institutions and key distributors. Ageas ranks among the market leaders in the countries in which it operates. It represents a staff force of about 50,000 people and reported annual inflows of over EUR 19.6 billion in 2025.

Ageas aims to be a Great place to Grow for all its people, while always staying true to its four values: care, share, deliver and dare. Ageas strives to create a truly inclusive company – attracting the most talented people and offering a working environment where everyone feels they belong, collaborates to achieve our common ambitions and is recognized for their contribution. Ageas encourages its people to think and act differently, to speak up, to be themselves and to contribute their individual skills. For Ageas, diversity and inclusion is a business imperative, providing us with the foundation to achieve sustainable business results across different markets.

Ageas has been re-certified as Top Employer in 2026.

Ageas Re is organized as a Business Unit within ageas SA/NV, the Group holding, on whose balance sheet it underwrites third-party and intra-group reinsurance under the trade name Ageas Re.

 The Office Coordinator ensures the smooth day-to-day operation of the Zurich office by maintaining a professional, welcoming, and well-organized work environment. The role combines office administration, facilities coordination, visitor management, and operational support to employees and visitors.

For the moment, we are looking for temporary support for a period of six months, starting immediately, with a minimum of 20% workload and a maximum of 40% workload.

Your function

• Ensure the office, kitchen, cafeteria, meeting rooms, and common areas remain clean, organized, and presentable.
• Oversee office supplies and refreshments, ensuring adequate stock levels at all times.
• Refill and organize office facilities, including the kitchen, refrigerator, fruit baskets, and flowers.
• Act as the primary contact for facility-related issues, coordinating maintenance activities and liaising with building management and external vendors.
• Monitor and report office maintenance requirements.

• Welcome and assist visitors, clients, and external stakeholders in a professional and friendly manner.
• Manage the reception area and ensure a positive visitor experience.
• Prepare meeting rooms and arrange refreshments such as coffee, tea, and water for meetings.

• Coordinate the booking and scheduling of meeting rooms and maintain an efficient room reservation system.
• Support the organization of internal meetings and events.
• Manage the physical mailbox, distribute correspondence, and scan relevant documents for electronic filing.

• Support travel arrangements, including booking transportation and accommodation where required.
• Provide general administrative support to employees and management as needed.

• Assist with the collection and consolidation of data for greenhouse gas emissions reporting and other sustainability-related initiatives.
• Gather and maintain a weekly inventory of IT-related issues by collecting feedback from employees and visitors and coordinating follow-up where appropriate.
• Act as the central host for guests staying in our corporate apartment, managing check-ins, key handovers, and orientation.
• Inspect apartments before arrival and after departure to maintain immaculate, premium living standards.
• Oversee linen services and professional cleaning between guest stays

Your profile

• Previous experience in an administrative, office coordination, reception, or facilities support role.
• Strong organizational and planning skills with attention to detail.
• Proficiency in Microsoft Office applications.
• Ability to manage multiple tasks and priorities efficiently.
• Strong customer service and communication skills.
• Proactive, reliable, and hands-on approach to work.

We offer

• A dynamic, multicultural working environment;
• An interesting and extensive salary package
• A corporate culture where you are encouraged to share your views and opinions;
• A flat organizational structure with close collaboration and communication with management and cross departments;

Interested?

Please apply online.