Receptionist/Facilities Assistant

RECEPTIONIST & FACILITIES ASSISTANTLuxembourg |Office Management | Confidential recruitment mandateThe opportunityWe are recruiting on behalf of our client, an established international Private Equity firm with a professional and service-focused office environment in Luxembourg. Our client is seeking a Receptionist & Facilities Assistant to help deliver a high standard of welcome and hospitality while supporting the smooth day-to-day operation of its offices.As a key point of contact for colleagues, senior stakeholders, visitors and suppliers, you will combine a polished, high-end service mindset with ownership, reliability and a proactive approach. Experience in luxury hospitality, concierge services or a premium corporate environment would be particularly relevant.Key responsibilitiesReception & hospitalityOffer a warm, professional welcome to colleagues, visitors and suppliers, maintaining excellent service standards.Apply visitor-security procedures, personally receive external visitors and ensure they are appropriately accompanied on site.Manage incoming calls and the reception mailbox, responding to or routing enquiries promptly.Coordinate meeting room bookings, resolve calendar conflicts and ensure rooms are presentable, stocked and ready.Oversee the preparation and smooth running of recurring senior-level meetings, including audiovisual equipment, catering and visitor arrangements.Set up video conferences and anticipate meeting requirements, including refreshments, transport and other logistics.Arrange appropriate reception cover during absences or when away from the desk.Mail, deliveries & office suppliesHandle incoming and outgoing mail, parcels and domestic/international couriers.Sort and distribute deliveries and other incoming materials.Monitor office, meeting-room and refreshment supplies; maintain stock levels and place and track orders.Assist the office management team with supplier quotations and purchasing.Facilities & service-provider coordinationMonitor daily cleaning and other on-site service providers, with attention to service quality.Coordinate routine building and facilities matters with the office management team.Track maintenance requests and interventions through to completion, proactively flagging delays or issues.Support office improvements, maintenance projects and other operational initiatives.Administration, follow-up & general office supportMaintain accurate records of access badges and keys, including issue and return.Check and track office-related invoices, liaise with suppliers on discrepancies and coordinate submission to the relevant finance contacts.Keep operational trackers and records up to date for suppliers, projects, activities and outstanding interventions.Follow up on open actions, reporting progress, deadlines and issues to the office management team.Act as a point of contact for colleagues on everyday office matters and help maintain tidy, organised common areas.Coordinate assigned internal events and office initiatives from preparation through follow-up.Identify opportunities to improve reception, hospitality, logistics and supplier-management processes.Responsibilities may evolve in line with operational needs.Candidate profilePrevious experience in five-star hospitality, luxury hotels, concierge services, premium customer service or a high-end corporate setting.Excellent personal presentation, professional manner and a genuine service-oriented approach.Fluent written and spoken English and French.Strong interpersonal and communication skills, including confidence with senior stakeholders and external visitors.Able to collaborate effectively while taking independent ownership of responsibilities.Calm, discreet and solution-oriented, with sound judgement in unexpected situations.Highly organised and detail-oriented, able to manage competing priorities in a busy setting.Comfortable using Microsoft Outlook and Microsoft 365, including Excel for operational tracking.Familiarity with videoconferencing systems and everyday office equipment is an advantage.What will help you succeedReliability and accountability, initiative and anticipation, consistent follow-through, practical problem-solving, clear communication, discretion and a collaborative attitude.Any question ?Please contact Nelly Kasongo nelly@2k.partners