HR & Office Coordinator

RIVR is a Swiss robotics company pioneering Physical AI and robotic solutions to revolutionize last-mile delivery, giving 1 human the power of 1000. Through the combination of artificial neural networks and innovative robot designs with wheels and legs, RIVR aims to enhance efficiency, sustainability, and scalability in last-mile delivery. Founded as Swiss-Mile, the company rebranded to RIVR in 2025 to better reflect its mission of driving the future of intelligent robotics. Join our innovative team, renowned for pioneering robotic design and neural network applications in robotics that improve environmental understanding and decision-making. With a robust research foundation and notable contributions from ETH Zurich, we are leaders in translating artificial intelligence and robotics into practical, real-world applications.

RIVR is committed to building a diverse and inclusive team that values every perspective. If you’re passionate about driving innovation in robotics and creating meaningful impact, we encourage you to apply and bring your unique self to our team.

Job Description

We're looking for a highly organized and proactive HR & Office Coordinator to be the backbone of our people and office support. This hybrid role requires a detail-oriented individual who can manage office logistics, ensure smooth HR administrative processes, and coordinate engaging company events. The ideal candidate thrives in a fast-paced environment and is eager to learn from experienced HR professionals.

You'll gain hands-on exposure on how people, culture, and operations intersect - from onboarding and payroll coordination to office logistics and company - wide initiatives. This role offers the opportunity to develop a strong foundation in HR and operations while contributing directly to RIVR’s growth and employee experience.

What you’ll be doing:
• Onboarding & Offboarding: Assist in coordinating logistics, preparing documents and contracts, and ensuring a seamless experience for new hires and leavers.
• Payroll Inputs: Help collect and verify hours, update PTO balances, and maintain accuracy for Switzerland, US, and China's payroll.
• HRIS Management: Assist in maintaining employee records and data accuracy across all locations.
• Compliance & Key Dates Tracking: Monitor probation periods, contract renewals, and other critical HR deadlines to ensure compliance.
• Systems Integrations: Support the implementation, maintenance, and continuous improvement of HR systems and digital tools.

Office Management & Facilities
• Day-to-Day Operations: Manage all aspects of the Zurich office, ensuring a clean, organized, and functional environment for all employees.
• Vendor and Facilities Coordination: Act as the primary liaison with the building manager, cleaning services, maintenance vendors, and security. Coordinate minor repairs and manage office improvement projects.
• Inventory & Logistics: Maintain and manage all office, kitchen, and restroom supply inventories. Manage company swag and internal distribution.
• Shipment Management: Coordinate global product and package shipments (incoming and outgoing) in collaboration with logistics partners, including generating shipping labels and managing customs documentation (pro forma invoices, air waybills).
• Process Improvement: Identify and implement improvements to office systems, organization, and sustainability practices.
• Mail and Deliveries: Manage incoming and outgoing mail, courier services, and package deliveries.
• Team Support: Serve as a reliable point of contact for employee queries regarding office resources, logistics, and scheduling needs. Assist with meeting room setup and general administrative tasks.
• Visitor & Office Experience: Support the coordination of office visits and meetings, greeting guests as needed, and ensuring meeting spaces and the overall office environment are organized and professional.

Event Planning & Culture
• Event Coordination: Help coordinate and support the planning of internal team events, socials, and company offsites - ensuring smooth logistics, vendor communication, and a great experience for everyone.

What you must have:
• Excellent organizational and coordination skills, whether gained through previous office management roles, client-facing service, or a recently completed relevant apprenticeship/vocational training.
• Exceptional interpersonal and communication skills with a natural ability to build rapport and serve diverse team needs.
• Demonstrated organizational and time management skills with an ability to multitask and manage immediate interruptions professionally.
• Strong attention to detail and organizational skills.
• Able to handle multiple priorities in a fast-paced environment.
• Working proficiency in English (written and verbal).
• Working proficiency in German (native speaker preferred).

Get some bonus points :
• Experience in a rapidly scaling startup or international company.

RIVR is committed to building a diverse and inclusive team that values every perspective. If you’re passionate about driving innovation in robotics and creating meaningful impact, we encourage you to apply and bring your unique self to our team.

We believe the best work is done when collaborating and therefore require in-person presence in our office locations.