Office Manager

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Office Manager, Luxembourg

The Office Manager for eBay's Luxembourg Office will lead daily site operations, vendor coordination, compliance support, workplace services, and employee experience for our team based at 22–24 Boulevard Royal, L‑2449 Luxembourg. The role ensures a safe, welcoming, and efficient environment while partnering closely with Global Facilities, Security, and local leadership across eBay S.à r.l.

About the team and the role

You will be the on-site point of contact for workplace services and the connective hub among Global Facilities Operations, Global Security, Environmental Health, Safety & Sustainability (EHS&S), local leadership, and employees. You'll coordinate physical site operations (space, access, amenities, events), ensure compliance expectations are met in Luxembourg, and contribute to an elevated employee experience in a centrally located, high-visibility office.

What you will accomplish

• Own the everyday coordination of site activities: reception oversight, guest handling processes, mail/shipping logistics, office supplies, kitchen/amenities, and meeting room readiness to ensure smooth day‑to‑day functioning.
• Coordinate building access (badges), guest Wi‑Fi guidance, replacement badges workflow, and local visitor procedures in partnership with Global Security and GSOC.
• Manage vendor relationships for facilities, maintenance, cleaning, and supplies; supervise service quality; raise tickets via Facilities support channels and site planning tools as needed.
• Lead parking allocation processes for the office (on‑site private spaces) and administer Wayleadr invitations and bookings; communicate off‑site parking references and guidance to employees.
• Drive EHS&S readiness: maintain local safety materials, signage, drills, and ergonomics program visibility; supervise actions from safety audits and internal control reviews related to the Luxembourg site.
• Maintain emergency preparedness: ensure staff familiarity with emergency procedures and GSOC escalation; coordinate responses to incidents (e.g., power cuts) with building management and GSOC.
• Support Luxembourg‑specific compliance: coordinate the appointment and training registration of the "travailleur désigné" (designated health & safety worker), and maintain documentation for ITM (Luxembourg Labour Inspectorate).
• Plan and deliver local site events and communications (e.g., global activations, site celebrations) in partnership with global and regional teams; manage calendars, vendors, and logistics end‑to‑end.
• Administer office budget lines (vendors, supplies, events), monitor spend, and pursue savings opportunities while maintaining quality standards.
• Partner with HR/People Experience and local leaders on onboarding logistics (badges, seating, orientation resources) to ensure a great first‑day experience.

What you will bring

• Demonstrated experience in office management, facilities coordination, or workplace operations in a multi‑stakeholder environment.
• Strong vendor management and budgeting skills;
• Knowledge of workplace health & safety practices; comfort operationalizing Luxembourg requirements (including designated worker appointment and training registration with ITM).
• Excellent communication and service orientation; ability to set clear processes for visitors, employees, and suppliers.
• Ability to execute emergency response playbooks and escalate appropriately to GSOC and local authorities when needed.
• Proficiency with efficiency tools and facility ticketing systems; familiarity with parking allocation platforms (e.g., Wayleadr) preferred.
• Language: English required; French and/or Luxembourgish are a plus for local vendor and authority interactions.

Location and work style

This role is based on‑site at eBay's Luxembourg office . Onsite presence is required to provide reception coverage, vendor oversight, emergency readiness, and other assigned work. Limited hybrid flexibility may be considered in alignment with business needs and site coverage requirements.

Key partners

• Global Facilities Operations for space planning, services, and vendor coordination.
• Global Security and GSOC for access control, emergency readiness, and incident response.
• EHS&S for ergonomics, environmental monitoring, drills, and safety programs.
• Local leadership within eBay S.à r.l. for site priorities, governance, and employee experience.

Compliance and governance notes (Luxembourg)

• Support eBay's obligation to maintain a "travailleur désigné" (designated worker for health and safety), including appointment and registration for national training with ITM; maintain records and responses as requested by the ministry.
• Follow and maintain local emergency procedures, visitor handling protocols, and media request procedures; coordinate escalations per GSOC guidance and Crash Book procedures.

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