Office Manager
Partners Group
Luxembourg, LU
il y a 3j

What it's about

We are looking for an office and logistics manager for our growing office. The office manager will be responsible for effectively, efficiently and safely run the office organisation and provides continuous and constant support to the teams within the office.

The office and logistics manager owns and leads the following matters :

Office organization

  • Maintain an organized and fully supplied office i.e. point person for maintenance, mailing, supplies, equipment, bills, errands and reception duties;
  • Manage relationships with vendors, service providers and office lease as well as manage contract and price negotiations in relation thereto, including ensuring timely payment of invoices and adequate insurance cover;
  • Organize office operations and procedures, including drafting and maintaining office relevant procedures (e.g. filing of office management documents;
  • signature of office management documents), ensure that office operations are organized, correspondence is controlled and filing systems are properly maintained;
  • Prepare and maintain budget accordingly;
  • Coordinate with IT department and equivalent third parties on all office equipment and IT related matters;
  • Organize office events in an orderly, timely fashion;
  • Act as health and safety officer and ensuring a safe environment within the office, in line with applicable protocols and requirements;
  • Provide support to the teams within the office;
  • Fulfil executive assistant duties
  • Human Resources matters

  • Partner with HR to maintain office policies as necessary;
  • Provide assistance to HR with certain human resources matters such as cheques repas handling and filing of HR documentation.
  • Compliance with office relevant legislation / requirements

  • Responsible for ensuring compliance with applicable legislation relative to office management (e.g. health and safety, office audits, rental regulations), maintaining procedures to ensure said compliance and training employees accordingly;
  • Responsible for evacuation and disaster recovery processes and scenarios;
  • Attend relevant courses / trainings (e.g. fire handling)
  • What we expect

  • A professional who has solid, previous experience with office logistics and management in Luxembourg. Minimum 6 7 years experience in the field;
  • Extremely well-organised, agile and aware of the obligations of a similar company in Luxembourg, including health and safety matters;
  • An energetic person who is able and accustomed to wearing multiple hats, experienced in handling a wide range of administrative duties and executive support related tasks independently and with minimal to no supervision;
  • Excellent communication skills required to interact with and support office employees, and to foster a collaborative office environment;
  • A strong command of the English and French languages;
  • A good understanding of IT logistics and of Luxembourg laws / requirements applicable to office matters.
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