Receptionist & Facilities Assistant Fr-Eng (M/F)

Sofitex Talent Recruitment Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

POSTE

For one of our clients, a financial institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a

Receptionist & Facilities Assistant Fr-Eng (M/F)

As the first point of contact for employees, Partners, visitors and suppliers, this person will play an important role in delivering the high standard of hospitality and service expected at our client company, while contributing to the smooth day-to-day operation of the office.

Key responsibilities

Reception & Hospitality

- Provide a warm, polished and professional welcome to employees, Partners, visitors and suppliers, ensuring a consistently high standard of hospitality and service
- Enforce visitor-security procedures, personally receive external visitors and ensure they are never left unaccompanied while on the premises
- Manage incoming calls and the reception inbox, ensuring requests are handled or redirected promptly
- Manage meeting room calendars and resolve scheduling conflicts when required
- Take end-to-end ownership of weekly senior meetings, including meeting room readiness, video conferencing, catering and arrival readiness
- Ensure all meeting rooms remain presentable, fully equipped and ready for use
- Set up video conferences as required
- Anticipate visitor and meeting requirements, and coordinate refreshments, taxis and other necessary arrangements
- Ensure appropriate reception coverage whenever away from the reception desk or absent from the office

Mail, Couriers & Deliveries

- Manage incoming and outgoing mail and couriers, both domestic and international
- Sort and distribute mail, newspapers, parcels and other deliveries

Office Supplies & Purchasing

- Manage office supply inventories and maintain appropriate stock levels at all times
- Monitor and replenish meeting room and cafeteria supplies and beverages
- Place supplier orders and follow them through to delivery
- Support the Office Manager with supplier quotations and orders as required

Office Maintenance & Service Providers

- Monitor the day-to-day activity and service quality of cleaning and other office service providers
- Act as a point of contact for building-related matters in coordination with the Office Manager
- Proactively follow up on maintenance requests and interventions until completion
- Support the Office Manager with office works, maintenance projects and other operational initiatives
- Identify potential delays or issues with maintenance interventions and service providers early and communicate them to the relevant stakeholders

Tracking, Follow-up & Administration

- Maintain accurate and up-to-date badge and key records, including issuance and returns
- Review and track office-related invoices, liaise with suppliers to resolve discrepancies and coordinate submission to Finance
- Maintain accurate and up-to-date tracking tools and records for assigned office activities, projects, suppliers and ongoing interventions
- Follow up on outstanding actions and keep the Office Manager informed of progress, deadlines and issues

Day-to-Day Office Support

- Act as a daily point of contact between employees and Office Management for office-related matters
- Ensure all common areas remain tidy, organised and in line with expected office standards
- Take ownership of assigned internal events and office initiatives, including coordination, preparation and follow-up
- Contribute to improving reception, hospitality, logistics and supplier management processes
- Anticipate operational requirements and identify potential issues before they arise

PROFIL

Your profile:

- Previous experience in 5-star hospitality, luxury hotels, concierge services, premium client service or a high-end corporate environment
- Fluent English and French, both written and spoken
- Proficiency in Microsoft Outlook and Office 365, with a good working knowledge of Excel for operational tracking
- Experience with video conferencing systems and standard office equipment is an advantage

Professional skills

- A genuine hospitality and service-oriented mindset
- Excellent presentation and a polished, professional manner
- Excellent interpersonal and communication skills, with confidence interacting with senior professionals and external visitors
- Accountability & Reliability
- Initiative & Anticipation
- Strong organisational skills, rigour and attention to detail
- Ability to manage multiple priorities in a fast-paced environment
- Follow-through & Problem-solving
- Calm, professional and solution-oriented approach to unexpected situations
- Strong team player with the ability to work autonomously
- High level of discretion and confidentiality

This is an opportunity to start asap on a temporary contract: initial contract of 1 month + monthly extensions. If there is a good fit, temporary position may also lead to a permanent contract

Salary: 3325,59EUR gross + meal vouchers (15EUR/voucher)

Location: Luxembourg Kirchberg