Operational Assistant, HR & Facilities Management
Department: People Office (HR) Unit: Facilities Management (FM) Location: Luxembourg
About the Role
Join our dynamic People Office Department as an Operational Assistant, where you will be a key player in our Facilities Management (FM) Unit. You will be instrumental in ensuring a seamless, efficient, and welcoming work environment for all our employees and stakeholders.
Reporting to the Head of the FM Unit, you will provide critical support in managing our office building, workspaces, and car fleet. This role is a fantastic opportunity to develop a wide range of skills, working with increasing autonomy on diverse projects. You will be a central point of contact, collaborating closely with all internal departments and external service providers to maintain our high standards of service and support.
Your Key Responsibilities
You will provide high-level operational and administrative assistance across the unit's functions. Your main responsibilities will include:
1. Workplace & Facilities Helpdesk Management:
- Act as a primary point of contact for all workplace-related inquiries via our helpdesk.
- Efficiently manage and dispatch requests concerning services, equipment, furniture, office moves, and supplies using our ticketing system.
- Coordinate with internal teams and external service providers to ensure timely resolution and follow-up.
- Maintain reports and monitor helpdesk activity to identify trends and continuously improve our service.
2. Space Planning & Coordination:
- Assist in space planning projects by helping to prepare and modify office layout drawings and simulations.
- Plan and coordinate the logistical and technical aspects of office reconfigurations and works.
- Liaise effectively with all stakeholders, including technical teams and affected departments, to ensure smooth execution and clear communication.
- Verify that all planned works are completed to the required standard.
3. Onboarding & Internal Mobility Support:
- Manage the physical and digital installation process for all new hires and employees undergoing internal transfers.
- Collaborate with departmental assistants to understand specific needs and ensure all necessary equipment and access are ready upon arrival.
- Coordinate service delivery with providers and perform follow-ups to guarantee a smooth start for employees.
4. Administrative & Financial Coordination:
- Oversee the invoice management process for the FM unit, including verification, processing, and entry into our financial systems.
- Manage the daily distribution of digital mail to the appropriate teams.
- Assist in monitoring the car fleet, driver missions, and schedules using logbooks and shared calendars.
- Support internal communication initiatives for the FM unit, including drafting content for blogs, emails, and announcements.
What You Bring to the Team (Qualifications & Competencies)
Essential Qualifications & Experience:
- A university degree in a relevant field such as Business Administration, Communications, or Facilities Management.
- A minimum of 3 years of professional experience in an operational support, administrative, or facilities-focused role.
- Full professional proficiency in both written and spoken English and French is required. Knowledge of other EU languages would be a significant asset.
- Advanced proficiency with standard IT applications, particularly the MS Office Suite (Outlook, Excel, PowerPoint) and PDF tools (e.g., PDF 24).
Key Competencies & Personal Attributes:
- Communication: Exceptional oral and written communication skills, with the ability to engage confidently with internal and external contacts at all levels.
- Teamwork: A natural team player with strong interpersonal skills and a collaborative spirit.
- Organisation: Superior administrative and organisational abilities, with a proven talent for prioritising competing tasks and meeting tight deadlines.
- Problem-Solving: A proactive and resourceful approach to identifying issues and finding effective solutions.
- Professionalism: A high degree of reliability, discretion, and the ability to perform effectively under pressure.
- Initiative: A strong sense of responsibility, integrity, and commitment to delivering high-quality work.
- Adaptability: Flexibility to adapt to changing priorities and a dynamic workload.
