Workplace Specialist

About the Role

We are looking for a warm, proactive, and service-minded individual to join our Operations team and be the heart of our Lausanne HQ. This role is built for someone who genuinely cares about people, takes pride in a well-run space, and gets real satisfaction from creating an environment where everyone feels at home.

You will work closely with the Operations team as a key presence in the office, making sure everything runs seamlessly and that our workspace always feels organised, welcoming, and energising. Daily onsite presence is required. The role starts at 60-80% with a clear path to full-time as Neural Concept continues to grow.

What you will do:

• Maintain the office to the highest standard at all times: clean, organised, well-stocked, and beautifully presented

• Coordinate with vendors and service providers for supplies, catering, deliveries, and maintenance

• Anticipate needs proactively and resolve issues before they affect the team

• Be the go-to, trusted point of contact for employees' day-to-day needs

• Support onboarding and make new hires feel welcome from their very first day

• Handle all requests and sensitive information with care, discretion, and confidentiality

• Welcome visitors and guests with warmth and professionalism, acting as the face of our office

• Support the planning and execution of internal and external events, from logistics and set-up to catering and on-the-day coordination

• Ensure meeting rooms are always set up, welcoming, and technically ready

• Operate independently with AV, video conferencing, IT set-up, and AI tools, agents, and automation

Who you are:

• Genuinely warm, people-first, with a natural instinct for making others feel welcome and cared for

• Experienced in hospitality, office coordination, or a customer-facing service role; a background in a start-up or fast-paced environment is a strong plus

• Proactive, hands-on, and ownership-driven: you spot what needs doing and act without being asked

• Highly organised, with sharp attention to detail and presentation

• Tech-savvy and self-sufficient with AV, conferencing tools, IT set-up, and AI tools and automation

• Comfortable with everyday office tools such as G-suite, Slack, and similar platforms

• Discreet, reliable, and trustworthy in all situations

• Positive and energised by fast-moving, dynamic environments

• Available onsite every day, with flexibility to occasionally shift hours for special guests or events

• Fluent in both English and French

We're proud to be an equal opportunity employer, and we're committed to building a diverse and inclusive environment where you can thrive.