Every year, we help hundreds of thousands of people find rewarding jobs in the ever-changing world of work.
We understand the importance of a job in peoples lifes and we want to help them find work that feels good. And we’ll help them continue to grow as their needs and ambitions change.
At Randstad, our value comes from our people and that is why we put them first. We are proud of our learning culture and career architecture framework that encourages ours team to develop both personally and professionally.
We believe that talent grows when presented with opportunity and this is why we encourage our people to think beyond their role. We have created a culture that enables talent to flourish, encouraging entrepreneurship, fostering team spirit, and continually building mutual trust.
about Randstad
Randstad is the world’s largest talent company and a partner of choice to clients. We are committed to providing equitable opportunities to people from all backgrounds and help them remain relevant in the rapidly changing world of work. We have a deep understanding of the labor market and help our clients to create the high-quality, diverse, and agile workforces they need to succeed. Our 46,000 employees around the world make a positive impact on society by helping people to realize their true potential throughout their working life.
about Randstad Global Capability Center
Randstad Global Capability Center is responsible for strategic delivery for Randstad markets and businesses globally. Through our centers of excellence of talent services, human resources, finance, IT, and marketing, the Global Capability Center is a high growth and acceleration enabler as we become the world’s most equitable and specialized talent company. To realize this goal, we are expanding and strengthening our finance capability center Finance Capability Center, specifically focusing on strengthening the timesheet and expense management framework for our Switzerland operations.
For our mid-office team, we are looking for talented individuals to support our mid-office operations team. In this role, you will manage essential administrative tasks that ensure talent is seamlessly placed with the right clients. Your core focus will be the validation and processing of various timecards—a critical step that ensures our talent is paid accurately and our clients receive precise invoices on time. By bridging the gap between placement and payment, you directly impact client satisfaction and the firm’s financial integrity.
In this role, you will have a clear set of responsibilities. However, as our organization is constantly evolving, you may be asked to contribute to projects or tasks not explicitly outlined in this job description. We value a flexible mindset and the ability to look beyond your core remit.
What will you do?
You will serve as the operational backbone for our key account team, HUG (Hôpitaux Universitaires de Genève). You are responsible for the accurate and timely execution of all administrative processes across the Healthcare, Office, and Technic sectors. Your primary focus is ensuring error-free timesheeting, invoice verification, work permit processing, and strict adherence to Swiss compliance regulations. Your efficiency relieves the Geneva-based Teams, allowing them to focus entirely on talent matching, delivery and client management.
Your responsibilities
Timesheeting & Invoicing (Core Business)
● End-to-End Timesheeting: Weekly collection and verification of timesheets for all temporary staff at HUG (covering Healthcare, Office, and Technic sectors).
● Invoice Control: Verification of generated invoices for accuracy prior to dispatch.
● Correction Management: Proactively contacting relevant stakeholders in the respective teams to resolve discrepancies and initiate corrections.
Work Permit Administration
● Application Execution: Preparing and filing work permit applications (e.g., Cross-border G-Permits, authorizations) with the cantonal authorities.
● Geneva Directive: You act strictly upon instruction and validation from the Geneva team. Once Geneva confirms a hire, you execute the administrative application process.
● Monitoring: Tracking the status of pending applications and ensuring the physical permits are received and stored in the system before the start date.
Compliance & Risk Management
● Weekly Checks: Conducting weekly compliance audits based on the Swiss "Weekly List of Compliance."
● Document Management: Actively chasing missing or expiring documents directly from talents (via email/Dialpad/SMS).
● Risk Reporting: Immediate escalation of gaps (e.g., missing work permits, expired diplomas) to the Swiss team.
Absence Management (Sickness & Accidents)
● Reporting: Creating sickness and accident reports in the system based on received notifications.
● Triage: Forwarding cases and relevant documentation to the central Care Team for further case management.
General Administration
● Handling additional ad-hoc administrative tasks to support the HUG team as needed. Such as delivering work certificates/”attestations de gains intermédiaires”, replying to administrative related questions from talents (questions about salaries/contracts, sickness/incident/move/marriage/death/child allowances, etc.)
Way of Working (Collaboration)
● Daily Team Alignment: Participation in brief daily virtual stand-ups with the Geneva team to align on priorities (e.g., "Which permits need to be filed today?").
● Interface Role: Acting as the central hub between the Talents, the Geneva Consultants, and the central Administration/Back Office.
Tools & Systems
● Easytemp: Primary system for time tracking and personnel management.
● ACC App Sheet: Utilization of account-specific applications for HUG management.
● Google Drive / Workspace: Collaboration and file storage.
● Dialpad: Telephony and messaging with talents and the team.
● Cantonal Portals: Access to specific online portals for permit applications (if applicable/accessible remotely).
Key Skills & Competencies
● Experience in personnel administration, ideally with exposure to permit/visa processing or strict compliance environments
● High attention to detail ("Zero-Error Mentality"), reliability, and the ability to meet strict deadlines
● Strong analytical skills and experience of working with data, preferably in Microsoft Office (Excel, Word) and Google Suite products (Gmail, Google Sheets including vlookup and basic formulas, shared drives) Excel or Google sheets.
● Ability to organize and prioritize a large variety and volume of tasks to achieve position goals. Must be detail oriented with a concern for quality expressed by continually initiating system and process improvements.
● Strong process ownership and accountability to drive positive outcomes for self and the team.
● Ability to respond to customer needs with speed and accuracy with strong focus on customer service excellence.
● Troubleshoot, identify and report any potential identified issues.
● Ability to multi-task and deliver with excellence is an essential requirement of the role.
● Willingness and eagerness to learn; is curious and demonstrates adaptability to accommodate process priorities.
● Strong written and oral communication skills. You should be comfortable to reach out to colleagues, supervisors or stakeholders, can explain clearly what the key messages are and deliver business solutions accordingly.
Education & Other Qualifications (Required and Preferred):
Bachelor’s degree in commerce
Minimum of 3+ years of experience in administration
Prior experience of working on timesheet, payroll and document management
Work Days: Monday to Friday
Shift Timings: 8 am to 5 pm CET
Daily Hours: 9 hours per day ( includes 1 hour of break each day)
Your development at Randstad:
At Randstad, your growth and development are central. We believe in training talent and offer you an ideal working environment where you learn a lot. You will receive plenty of training opportunities and development chances. We are happy to discuss your ambitions with you and look together at the direction in which you want to develop. You contribute to new developments and the continuous improvement of our services.
Is this the job for you? We would love to hear from you! Please apply directly to the role and we will get in touch with you.
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