Facility and Admin Manager

**Missions**:
Our facility manager will work in the Corporate department and report hierarchically to the CFO whilst under the functional lead of a designated HR team member, who will be the back-up in case of absence.

Our facility manager will take care of the reception desk and will be the first point of contact for our company, employees and/or visitors. The reception coordinates all relevant front-desk activities, including distributing mail-in and redirecting phone calls.

Our facility manager will take part in the Happiness Committee activities and occupational well-being. In order to fulfil its mission, our facility manager's main tasks are:
**Facility**:

- Overseeing building and grounds maintenance
- Operating and maintaining custodial functions
- Ensuring security and emergency preparedness procedures are implemented properly
- Ensuring that the facility is clean and maintained according to company policy and procedures
- Managing and reviewing service contracts
- Conducting and documenting regular facilities inspections
- Checking completed work by vendors and contractors
- Recommending maintenance, mechanical, electrical, and facility design modifications
- Communicating workplace safety precautions to employees
- Allocating and managing space between buildings
- Management of the access badges
- Ensuring that facilities meet government regulations and environmental, health and security standards
- Advising businesses on increasing energy efficiency and cost-effectiveness
- Overseeing building projects, renovations or refurbishments
- Helping businesses to relocate to new offices and to make decisions about leasing
- Drafting reports and making written recommendations
- Carrying out minor maintenance works
- Forecasting, allocating, and supervising the financial and physical resources of the facility management
- Managing budgets and ensuring cost-effectiveness

**Admin**:

- Overseeing and agreeing contracts and providers for services including security, parking, cleaning, catering, technology, reception, travels and so on
- Supervising multi-disciplinary external teams of staff including cleaning, maintenance, grounds and security
- Checking office department invoices
- Collecting office related invoices and receipt for monthly credit card statements
- Taking charge of the administrative filing system
- Taking in charge the Fleet organisation
- Managing and reviewing insurances contracts
- Managing budgets and ensuring cost-effectiveness

**Reception**:

- Proven work experience as a Receptionist, Front Office, or similar role
- Welcoming visitors (5 stars)
- Ensuring that basic facilities, such as water and heating, meeting rooms are well-maintained
- Booking of external meetings for the various departments
- Booking and organising all business trips + follow up of the trip validation process
- Providing assistance in the organisation of company events
- Handling the reception phone and mailbox
- Handling incoming and outgoing mail

**Happiness**:

- Providing assistance to the Happiness Committee
- Ensuring employees services are operational and fine
- Supervising and organising the accommodation “La conciergerie”
- Be happy and show kindness to everyone
- Friendly and smiley behaviours

**Required skills**:

- **Background**:

- Bac or equivalent experience
- **Competencies & soft skills**
- Strong communication skills
- Strong people management
- Sense of ethics
- Positive approach of challenges
- Proactive
- Sense of good work
- Team spirit
- Punctuality
- Rigorous and methodic
- **Additional training**:

- PSF Awareness training
- Security Awareness training

**Languages**:

- French
- English
- German
- Luxemburgish

Please note that in order to comply with our regulatory requirements an extract of the criminal record is requested upon entry into service.

**Permanent contract based in Capellen - Luxembourg. **In addition to a competitive salary, in accordance with your education and experience, we offer other benefits including an employee benefit plan.