Facilities Coordinator

Job Description:
PURPOSE OF ROLE & EMPLOYING ENTITY DESCRIPTION

Rakuten Group, Inc. established Rakuten Europe SARL as its European regional Headquarters Luxembourg and started building its centralized Headquarter functions in 2013. Rakuten European Headquarters is mainly responsible for harmonizing business operations of its European businesses, building synergies, driving alignment and ensuring that European businesses work as one team. In Luxembourg, we have a great team with people from all over Europe and beyond - 27 countries and growing

In their role, Facilities Coordinator Lux will report to the Facilities Manager and will provide generalist support.

The role is aimed at providing smooth running of the facilities and creating a good and sustainable working environment for Rakuten Europe and sister companies.

RESPONSIBILITIES & DUTIES- Serving as main point of contact for vendors, visitors, building management and employees of all 4 entities located in Luxembourg. (Rakuten Europe, Rakuten Viber, Rakuten Europe Bank, Rakuten Card - total of around 110 employees)- Understand the different structure and requirements of the 4 entities and answer to the needs and requests accordingly.- Greeting and checking-in/out office visitors- Managing incoming and outgoing mails- Ensuring the smooth running of the facilities.- Working with the remote IT support team to provide basic IT support.- Keeping office cleaned and organized.- Oversee and coordinate archiving for all 4 entities.- Ensure smooth onboarding of new employees by liaising with HR and IT departments, and providing them with entrance badge, ID badge, zoom access and other essential equipment and information.- Updating system information for new hires and terminations.- Scheduling and coordinating meetings (local Asakai) and managing conference rooms.- Overseeing the office needs and ordering fruit, snacks, drinks, office supplies, etc.- Liaise and manage suppliers/contractors effectively.- Organizing internal events, to enhance the well-being of the employees. (Monthly events as well as seasonal events.)- Supporting the administrative task related to General Manager of Rakuten Europe and CEO of Rakuten Europe Bank, such as managing the Visa Statements of each month, making expense claims, ensuring lunch/dinner organization, supporting BoD meetings, getting ink signature, arranging business trips, and any other requested tasks.- Supporting and monitoring the office renovation process of all 4 entities in Luxembourg.- Supporting emergency preparedness plan for site; run fire drills periodically for all 4 entities.- Assuming responsibility and acting on behalf of the Office Manager during her/his absence.

EXPERIENCE, KNOWLEDGE, SKILLS & QUALIFICATIONS REQUIRED FOR THE ROLE- Degree required: Bachelor’s degree in management, public administration, human resources management, computing & information technology, or business administration/business management. Or relevant work experience and skills.- Years of experience required: + 3 years’ experience- Key competencies:

- High level of flexibility, adaptability, and administrative skills.
- Strong attention to detail and organizational skills.
- Well organised and work in an efficient manner, with a highly proactive approach to work.
- Confidence in working under time pressure and dealing with urgent requirements.- Skills required:

- Proven office management, administrative or assistant experience.
- Excellent time management skills and ability to multi-task and prioritise work.
- Attention to detail and problem-solving skills.
- Ability to liaise with colleagues from different cultural backgrounds.
- Excellent interpersonal and customer service skills.- Qualifications required (certifications, etc.): an experience in the hospitality industry as well as knowledge in occupational safety and health are plus- Languages required: Fluency in English is mandatory, and French is preferred. Any other language spoken in Luxembourg is a plus.

Languages:
English (Overall - 3 - Advanced)