Office Services

**Working at Mileway**

Mileway, a Blackstone company, has grown into Europe’s leader in last mile logistics real estate. We have a pan-European footprint, with approximately 1,800 assets. Core markets of the UK, Germany, the Netherlands and France represent over 80% of the portfolio, with a growing presence in the Nordics and Southern Europe. The business is headquartered in London, and has a dedicated team of over 400 staff, with a local presence in each market.

**Introduction**

We are looking for a dynamic and service minded
**Office Services & Team Assistant** who
** **will be supporting the day to day running of the office and reception of Mileway Luxembourg.

The position handles mail and document management and is additionally backing-up the receptionist but also the team assistant in charge of providing proactive and efficient PA support to the local senior management team.
**He/she will already deputize for the Office Manager when absent.**

The job position will require, from time to time, flexibility such as starting earlier or staying later to support specific office needs. This is a full-time position.

**Responsibilities**:
**Support to Reception**:

- Responsible for the organization of common areas and meeting rooms, including their setup and presentation
- Manage the meeting room calendar and keep an eye on reserved meeting rooms to ensure smooth use of the meeting rooms
- Ensure the room is clean and tidy for each meeting throughout the day.
- Ensure daily that all the technical equipment is correctly set up and ready to use.
- When necessary, arrange for catering to be delivered and for setting up lunches, making sure as little disruption as possible is incurred.

**Facilities/Office management support**:

- Carry out office checks to ensure the best working environment ( eg light, temperature, IT equipment in meeting rooms )
- Schedule necessary planned cycle maintenance works in collaboration with Building management.
- Regularly check equipment in the office and address the relevant supplier should there be any need for repair, replacement, or maintenance.
- Assisting the Facilities department with office moves and other general ad hoc projects.
- Assist and participate in establishment of office management processes and procedures.
- Shared task: Kitchen stock management, Office stationery management
- Actively participate in organizing office events. Arrange catering, snacks, and drinks.
- Assist various heads of teams with various ad hoc requests.
- Assist with day-to-day administrative and secretarial duties.
- Support other departments/internal teams as may be required.

**Daily office mail management & archiving**:

- Daily mail receipt, sorting, distribution, and scanning
- Archive and filing - responsible for the Accounts payables and Tax mail archiving (invoices, reminders etc). Maintain the archive and filing of the tax mail. Keep the archive data file up to date
- Maintain the company archive organized and archive inventory file up to date.

**Receptionist support - back up** during holidays or on a need basis
- Make sure the reception is being attended to at all times.
- Answer and forward calls while providing basic information when required.
- Accept and direct all deliveries to the company.
- Welcoming visitors
- Ensure the distribution of incoming mail and daily outgoing mail, including couriers and DHL
- Maintain relationship with office vendors
- Perform other administrative duties as and when requested
- Management and coordination of travel and accommodation

**PA support - backup **during holidays or on a need basis
- Manage the executive’s calendar, including making appointments and prioritizing the most sensitive matters
- Organize meetings, including scheduling, booking the meeting room
- Take minutes during the meetings when requested
- Organize travel arrangements, plan itineraries and accommodation bookings
- Organize events and conferences for them if needed
- Conduct research on behalf of the manager
- Provide administrative assistance, such as writing and drafting memos, and preparing communications and presentations

**Education & Key skill requirements**:

- Minimum 5 years’ experience in a similar position (PA, receptionist/office, and team assistant) in a corporate environment is essential
- Experience understanding the difference between contracts, invoices, tax declarations and notices and experience working with a significant volume of entities and working with a Corporate Management database to research companies/assignments
- **Fluent in English ad French**. German and /or Luxembourgish is an asset
- Excellent presentation & confident telephone manners
- Highly organized with the ability to manage conflicting priorities
- High level of energy, enthusiasm, and commitment
- Can do mentality with strong service orientation
- Ability to work well under pressure in a very dynamic international environment
- Strong attention to detail and the