Chief Executive/Deputy Chief Executive - Operational Assistant (HR/FM)(M/F)

Company description

Sofitex Talent Recruitment
Fort d'une expérience de plus de 30 ans dans les Ressources Humaines, Sofitex est un réseau international de Travail Temporaire et de Placement en CDI. Sofitex fonde sa dynamique et son succès sur le professionnalisme de ses équipes, sa forte réactivité et sa proximité.

Job description

For one of our clients, a European Institution located in Luxembourg Kirchberg, Sofitex Talent is currently looking for a :

Chief Executive/Deputy Chief Executive - Operational Assistant (HR/FM)(M/F)

Job Description: Operational Assistant (HR/FM)

Operating network

The Facilities Management Unit (FM) is a unit located within the HR Operations Division in the People Office Department. On one hand, it covers building matters as well as working environment aspects in the institution’s headquarters in Luxembourg and external offices, in the remit of the Group’s rules and taking into consideration budget constraints and cost control. On the other hand, it ensures the coordination and supervision of the car fleet and their associated drivers.

The FM Team responds to related Management and staff requests and ensures interface with relevant service providers (internals and externals).

The Operational Assistant will report to the Head of FM Unit. They will assist the latter both to maintain and optimise the facilities –in particular car parks– and workspaces in the office building and also in the management of FM projects. They will also act as a support to the other team members. They will work closely with all FM Team members and will establish good working relationships with all departments as well as with all parties involved as service providers (units, service providers, landlord representative, and other external service providers) in order to ensure that a very high level of service/support is consistently provided. Collaboration with colleagues across the HR Operations Division and even People Office Department will be integral to the role.

Under the guidance of more experienced colleagues at first, but with increasing autonomy, the Operational Assistant will provide high-level operational and administrative assistance in order to support the unit’s deliverables and processes. This includes but is not exclusive to the following:

Main responsibilities

-              Support the “Helpdesk” activity:

o             Deal with a variety of requests related to working environment (services and interventions, moves, equipment, furniture and supplies)

o             Dispatch requests to the competent services, mostly through ticketing system

o             Liaise with service provider

o             Follow up with requestor and service provider as necessary

o             Ensure reporting/monitoring

-              Space Planning:

o             Contribute to prepare scenarios with drawings (modification of existing plans), office simulations and work orders

o             Plan and coordinate works

o             Liaise with relevant services (service provider/technicians)

o             Communicate with the teams concerned

o             Verify the execution of the works

-              Newcomers and internal mobility – digital and physical installation process:

o             Liaise with assistant(s) to discuss the needs

o             Complete the corresponding form

o             Dispatch the relevant document to the units concerned

o             Coordinate the service delivery with service provider(s) and follow-up upon arrival

-              General administrative tasks:

o             Invoicing process: verify and input FM invoices in the relevant database & expenses system

o             Dispatch the daily digital mail to teams concerned

o             Monitor drivers’ missions/courses based on logbooks and the shared outlook calendar

o             Contribute to FM communication aspects (blogs, emails, …)

Required profile

Qualifications

-              University degree in a relevant domain (e.g. communication, business administration)

-              Minimum 3 years of relevant work experience

-              Excellent knowledge of written and spoken English and French. Knowledge of other EU languages would be an advantage.

-              Excellent knowledge of the standard IT applications – particularly highly conversant with Outlook, Excel, Powerpoint and PDF 24.

Competencies

-              Strong oral and written communication skills and ability to deal with internal and external contacts at all levels

-              Good interpersonal skills and strong team spirit

-              Good administrative and organisation skills and ability to prioritise

-              Problem solving skills

-              Reliability and ability to work under pressure, dealing with peaks of workload and tight deadlines

-              High level of discretion and confidentiality

-              Flexibility and adaptability

-              Strong sense of responsibility, initiative, integrity and commitment

This is an opportunity for an initial contract of 2 months, with possible extensions afterwards.

Salary ranges between 3123€ and 5370€ gross per month, depending on experience.