Title:  Reception & Physical Security Coordinator

At Chain IQ, your ideas move fast.

Chain IQ is a global AI-driven Procurement Service Partner, headquartered in Baar, Switzerland, with operations across main centers and 16 offices worldwide. We provide tailored, end-to-end procurement solutions that enable transformation, drive scalability, and deliver substantial reductions in our clients' indirect spend. Our culture is built on innovation, entrepreneurship, ownership, and impact. Here, your voice matters - bold thinking is encouraged, and action follows ambition.

Reception & Physical Security Coordinator

Role Overview

The Reception & Physical Security Coordinator is responsible for managing front desk operations, supporting office administration, ensuring physical security compliance within the Offshore Delivery Center (ODC), coordinating audit and reporting activities, and acting as a key liaison for ODC-related requirements. The role supports the Country Head Romania, Chief of Staff, and ODC compliance framework. 

Main Responsibilities

1. Reception & Administrative Support

• Welcome and assist visitors and employees professionally.
• Manage physical access to Chain IQ premises in line with internal security policies.
• Coordinate mail, courier services, deliveries, and front-desk activities.
• Support daily office operations and administrative activities.
• Assist in planning and coordinating meetings, workshops, client visits, and internal events.
• Handle documentation accurately and maintain physical and electronic records.
• Support onboarding activities in collaboration with HR and other support functions.
• Manage relationships with office suppliers and service providers.
• Prepare agendas, minutes, operational communications, and reports as required.

2. Physical Security & ODC Compliance

• Monitor and control access to ODC-designated secure areas.
• Administer office access badges and visitor registration processes.
• Maintain and enforce physical security procedures and access-control requirements.
• Collaborate with Security, Facilities, HR, and IT teams on compliance activities.
• Act as the primary point of contact for ODC-related requests and requirements.
• Ensure compliance with ODC standards and work-from-office requirements.
• Perform monthly physical security controls, including:
  • Access log verification
  • Visitor register checks
  • Fire door testing
  • Physical security inspections
• Maintain audit evidence and compliance documentation.
• Support incident management and security-related investigations.

3. Audit & Reporting

• Prepare and submit scheduled compliance reports and required evidence.
• Maintain documentation for internal and external audits.
• Support audit readiness activities and respond to audit queries.
• Coordinate monthly ODC reporting.
• Collect, organize, archive, and store audit evidence.
• Support remediation of audit findings and track actions through closure.
• Report regularly to the ODC Manager and EMEA ODC Manager.

4. Communication & Cross-Functional Coordination

• Serve as liaison between the Romania office and the ODC Manager.
• Coordinate with HR, IT, Security, Facilities, and business stakeholders.
• Participate in compliance meetings and status reviews.
• Support implementation of operational and compliance initiatives.
• Coordinate closure of audit findings and provide status reporting.

Skills & Competencies

• Experience in reception, administration, office management, or physical security.
• Basic understanding of audit and compliance processes.
• Strong organisational and communication skills.
• High attention to detail and discretion.
• Ability to maintain documentation and compliance evidence.
• MS Office proficiency (Excel, Word, Outlook).
• Advanced English language skills.

Join a truly global team.

We offer a dynamic and international environment where high performance meets real purpose. We're proud to be Great Place to Work-certified and even prouder of the people who make that possible. Let’s shape the future of procurement - together.

Chain IQ – Create. Lead. Make an impact.

Information for agencies: Applications sent or uploaded by placement agencies or similar are not desired, will therefore not be considered and will be deleted.