Senior Facilities Coordinator

Aberdeen Standar Investments

Luxembourg

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Senior Facilities Coordinator, Luxembourg

ROLE SUMMARY :

This customer service, task orientated position covers all aspects of Offices Services and is a hands-on role. Including, but not limited to, General Office, Mailroom, Printing & Binding, Porterage, Maintenance, Stock Control & Consumables Management, IT extended support the role of facilities coordinator is essential to the smooth running of the Luxembourg office.

This role will be closely integrated with those of other teams. As such, it is vital that the post holder be able to form strong working relationships with other departments.

RESPONSIBILITIES :

Responsibilities on any given day are task orientated, and will include some out of hours and weekend work as required.

Responsibilities include but are not limited to those detailed below. Facilities staff will be expected to carry out such tasks as deemed necessary in order to support all areas of the business.

Adherence to group standards and AAM working practices throughout Office Services

Perform office porterage as required, including but not limited to furniture moves, office moves, deliveries and collections

Monitor and maintain agreed stock levels in relation to all stationery, print and mail room consumables ensuring all orders are placed and requests distributed

Call logging of Mechanical & Electrical (M&E) faults and requests ensuring all faults and requests are appropriately logged and actioned in a timely fashion

Provide support and cover in reception as required and provide support and cover servicing external meeting rooms, staff kitchens and client events as required

Administer Luxembourg access arrangements, including coordinating parking availability, security passes, booking of visitors etc

Operational health and safety administration including Display Screen Equipment (DSE) assessments, taking on the Safety Officer role ( Travailleur Désigné ) in charge of all activities regarding protection and prevention of occupational risks in the business, inductions and general communications to staff carrying out periodic checks as required

Organisation of social events for the office

Sort and distribute internal and external mail at pre-arranged times to all departments. Make regular collections of mail throughout the building.

Check incoming faxes to the main company terminal and distribute promptly. Frank and prepare all outgoing mail.

Investigate lost post items, verifying the outcome directly back to customers

Book couriers / taxis, ensuring the best service is used to suit the business needs Follow through on queries associated to deliveries as requested.

Ensure mail room and work areas are kept clean, tidy and safe at all times

Print & bind presentations & reports in all formats for all Luxembourg based departments and from other offices as required

Replenish all printers with consumables and book engineers to optimise running time

IT Extended Services

Responsible for IT systems locally, including staff Blackberry’s / iPhone’s and setting up conference calls, coordinating with IT department for provision of equipment and functioning.

This job description identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform.

Employees are required to follow any other job related instructions and perform job related duties as may be reasonably assigned by his / her supervisor.

REQUIRED SKILL SET

Excellent customer service skills and focus

Excellent team player

Excellent communicator both verbally and in writing UK & FR

Sociable and friendly

Flexibility

IT literate and competent in MS Office including Excel, Word, Power Point and Outlook

We have a long-term commitment to building inclusive workplaces; we value diversity in our workforce and welcome enquiries from everyone.

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