À propos de nousSofitex 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. Chief Executive/Deputy Chief Executive - Operational Assistant (HR/FM)(M/F)
Job Description: Operational Assistant (HR/FM)
Operating networkThe 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. The FM Team responds to related Management and staff requests and ensures interface with relevant service providers (internals and externals).
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.
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 systemo Liaise with service providero Follow up with requestor and service provider as necessaryo Ensure reporting/monitoring
- Space Planning:o Contribute to prepare scenarios with drawings (modification of existing plans), office simulations and work orderso Plan and coordinate workso Liaise with relevant services (service provider/technicians)o Communicate with the teams concernedo Verify the execution of the works
- Newcomers and internal mobility – digital and physical installation process:o Liaise with assistant(s) to discuss the needso Complete the corresponding formo Dispatch the relevant document to the units concernedo 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 systemo Dispatch the daily digital mail to teams concernedo Monitor drivers' missions/courses based on logbooks and the shared outlook calendaro Contribute to FM communication aspects (blogs, emails, …)ProfilQualifications- University degree in a relevant domain ( 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.