Assistant Facilities Manager

Description Apex is currently looking for an Assistant Facilities Manager to support our growing operations in the Facilities department. The role is based in Luxembourg and comes with a generous salary and benefits package. As an Assistant Facilities Manager, you will cover the front desk during reception opening hours and answer and forward incoming calls. You will also welcome and guide visitors and escort externals to the meeting room. In your first few weeks in this Facilities role, you can expect to: Reception - Cover front desk during reception opening hours - Switchboard management, answer and forward incoming calls - Answer doorbell to both office and parking - Welcome and guide all visitors - Escort unauthorised vendors - Escort externals to the meeting room - Inform staff about couriers/visitors/signatory books - Act as central place for general queries then dispatch accordingly to other teams such as IT, Facilities, Management, CSM teamswhen necessary Courier / Post - Collect Incoming post from the mailboxes on ground floor - Dispatch all incoming mails per team by 11.00 am - All registered mail to be scanned and sent to the appropriate team - Promptly inform individuals when couriers are delivered. - Organize outgoing mails/couriers according to the procedure - Keep the entity lists up to date. Domiciled entities per office/entities to be returned - Be the point of contact for Post and all courier companies - Archive all sending and delivery slips - Follow to the Post handling procedure Meeting Rooms and Office - Manage meeting rooms bookings - Promptly clear after meeting and set up in advance. Reception should work with the person who booked the room to ensure that all confidential materials are gathered up post meeting and disposed of - Telephone instructions and WIFI code should be laminated and left on card in all meeting rooms - Monitor coffee / tea stocks and order well in advance of running out - Monitor water stock and reorder as necessary and organise prompt removal of empty water canisters - Sanne pens / notepads to place in meeting rooms to be daily checked Catering - All catering requirements must be dealt with by Reception. A set number of providers and menus should be available and Reception should be able to direct people booking catering to the most appropriate supplier - Meeting rooms to be set up in advance of a meeting with appropriate crockery (No paper plates, cutlery or milk cartons) - Coffee pots / tea pots should be put in room just before meeting starts to guarantee service level - Daily check main office coffee machines at the earliest convenience to ensure they are ready for use, filled with milk and without cleaning needed Office management - Stationary stock to be monitored proactively each week. This should include a walk around the office - Maintain list of contractors - Guest cards management and monitoring - Visitor parking space management - Liaise with building maintenance for minor curative maintenance - Keep the evacuation lists up to date - 1st aid box regular check/refill - Apex Branded stationary to be kept in stock (note pads, compliment slips, envelopes etc.) Administrative & Client assistance - administrative tasks (e.g. archiving, bind presentations, scan etc.) - Client mail management back up Other - Support the Facilities manager - Support of organisation of internal and external events. - Knowledge of written and spoken English and/or French - Knowledge of other EU languages Benefits - As a truly global business, we tailor benefits to each location to safeguard our people and respect local cultures and ways of working. Our people are our greatest asset, and we invest in talent development. Join our global network, and you will benefit from education support, sponsorship and in-house training programs. Apex Group Ltd ("Apex" or "the Group"), established in Bermuda in 2003, is a global financial services provider. With over 80 offices worldwide and 12,000 employees in 38 countries, Apex delivers an expansive range of services to asset managers, financial institutions, private clients, and family offices. Apex's purpose is to be more than just a financial services provider. The Group is committed to driving positive change to address three core areas: the environment and climate change, women's empowerment and economic independence, and education and social mobility. Life at Apex isn't just about the work you do. It's about embracing the culture and loving what you do. Every employee plays a part in making Apex who we are today, and the more we grow, the more important that becomes. The international nature of our business and global network of offices means that there are opportunities to broaden your life experiences and take short-term or permanent relocation options.