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 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
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.