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Office Coordinator
il y a 4 semaines
Waystone leads the way in specialist services for the asset management industry._
- Partnering with institutional investors, investment funds and asset managers, Waystone builds, supports and protects investment structures and strategies worldwide._
- With over 20 years’ experience and a comprehensive range of specialist services to its name, Waystone is now serving assets under management in excess of $2Tn. _Waystone provides its clients with the guidance and tools to allow them to focus on managing their investment goals with confidence._
**Summary**:The Office Coordinator works closely with the Global Real Estate & Facilities team to help maintain a smooth and efficient office. The Office Coordinator is proactive in their work habits and shows high interest and engagement in all tasks delegated to them. They learn quickly and gain valuable experience which enables them to develop further within the team.
**ESSENTIAL DUTIES AND RESPONSIBILITIES**
- Manage main phone lines, dealing with queries and transferring calls to the appropriate person
- Meeting and greeting all visitors
- Meeting room preparation which includes arranging teas & coffees for all visitors
- Diary Management for all meeting rooms to ensure no clashes are present
- Provide administration support for a variety of vendor documentation including maintenance, catering, security, cleaning and plant equipment vendors, waste management and car parking
- Arranging catering for meetings and events.
- Supervising daily mail processing, ensuring all incoming post is properly distributed
- Provide ad hoc support to Business members as necessary
- Roll out new initiatives, reports and processes as necessary
- General administrative support and database management
- Assist with maintaining and update register of all First Aiders and Fire Wardens and organise refresher training courses as necessary.
- Assist on small projects throughout the Luxembourg office as well as the involvement in the part-taking and co-ordination of in-house events.
- To work across the global real estate & facilities teams supporting and providing coverage as required.
- Able and willing to take on additional duties as and when required
**REQUIREMENTS**
**Competencies**: To perform the job successfully, an individual should demonstrate the following:
- Proven work experience as a Receptionist, Front Office Representative or similar role
- Very strong interpersonal and communication skills
- Proficiency in Microsoft Office particularly Outlook, Excel and Word
- Professional attitude and appearance
- Ability to be resourceful and proactive when issues arise
- Excellent administration and organisation skills, very strong attention to detail is a must
- Multitasking and time-management skills, with the ability to prioritize tasks
- Ability to work to own initiative
- Fluent written and spoken English is required
- Experience with CRM or Salesforce an advantage.
**Language skills**
Written and spoken English and French are mandatory.
**Computer Skills**
To perform this job successfully, an individual should have mastered MS Office.
