Facilities Assistant

Facilities Assistant: VN360 Luxembourg KirchbergAbout UsMacro is a recognised global specialist in facilities management, providing cutting-edge services to some of the most prominent brands offering workplace design, helpdesk services, interim property management, and providing solutions to making buildings healthier, smarter and sustainable by using advanced technological solutions. We are driven by a commitment to excellence in everything we do. Our values—Drive for Better, Delight Customers, Do What’s Right, and Develop People—shape our culture and guide our decision-making. Our strategic priorities focus on Everyday Excellence, Outstanding Experience, and Everlasting Impact.

Join our team to contribute to an organisation that prioritises innovation and technology. Experience the perfect blend of opportunity and community, where you will benefit from a supportive and people-focused culture. About the RoleIn this role, you will provide a highly professional and efficient Client Reception and Office Management support service for 40 contracted hours/week, Monday to Friday between the hours of 8: 00 and 17: 00. Main Job Responsibilities will include: Greet and welcome all visitors to Reception, creating a favourable impression of client through a professional and friendly approach. Ensure the telephone switchboard is answered promptly and professionally.

Maintain a neat and tidy reception area, ensuring all publicity materials are current and available. Adhere to Client’s Global security policy, including registering all visitors and contractors using the Appspace visitor registration software. Arrange taxi bookings for clients and visitors as required. Ensure reception coverage and continuity of responsibilities during planned leave, with a detailed handover provided. Manage on-site meeting room bookings and associated catering requests. Provide support for external corporate events where feasible. Ensure availability of stationery, office supplies, consumables, and catering products; restock fridge as needed. Sort and distribute incoming mail within and between client offices.

Prepare outgoing mail/packages for courier collections as required. Ensure reprographic machines are in good working order and troubleshoot issues as needed. Print and bind meeting materials; outsource large volumes to third party providers when necessary. Proactively manage cleaning services with support from the Facilities Coordinator, maintaining high office standards. Initiate and document contractor/supplier/team meetings to uphold service excellence. Oversee planned preventative and reactive maintenance with sub-contractors, ensuring full statutory compliance. Liaise with the building management company as needed. Create and receipt Macro Purchase Orders via Proactis.

Forward client and Macro invoices to the appropriate Accounts Payable departments (Macro Purchase Ledger/Oracle Cloud). Assist with client vendor set up on behalf of Corporate Properties. Conduct regular workplace and safety inspections in line with Macro Quality, Health, Safety and Environment requirementsEnsure compliance with Health, Safety, and Environmental policies, including timely reporting of incidents or near misses are reported via the Ecoonline system and client’s procedures. Contribute to First Aid, Security, and Fire safety requirements. Perform workstation (DSE) assessments as trained.

Complete mandatory inspections via the Ecoonline platform and address any non-conformances, in line with the Macro audit schedule. Keep the site operations file up to date, ensuring all aspects of the Macro Facilities services are documented. Manage all Macro documents and reporting via Sharepoint and PowerBi. Contribute to reports and information required by Macro and client corporate properties. Coordinate with the off-site archiving provider for the collection and delivery of archive boxes. Support the client’s environmental policy and initiatives by leading by example.

Remain flexible for out-of- hours emergency business support and participate in the client’s Business Contingency Planning. Purchase cards, gifts, and flowers for client employees’ celebrations as requested. Additional Site-Specific Tasks for ClientOpen all incoming post (for Client Management SA only) and follow internal procedures based on document type (e. g. scanning, sorting into fund trays, or forwarding). About YouThe ideal candidate will have: Experience working as a receptionist or administrator in a corporate environment. Essential: Excellent communication skills in French and a professional telephone manner. Fluency in English, both written and spoken.

Strong time management skills and the ability to handle conflicting priorities. A consistently polished and professional appearance. A strong commitment to delivering exemplary customer service. Problem-solving skills and the ability to make sound decisions. Proficiency in standard word processing and spreadsheet software. Familiarity with office network telephony systems. DesiredExperience working in a Facilities Management environment. Previous experience in an outsourced contract setting. Certification in Occupational First Aid. Health and Safety awareness or certification. Desk and Screen Equipment Assessor certification. Relevant professional qualifications or equivalent experience.

Diversity Statement We want to create a workplace where everyone feels safe to bring their whole selves to work. We recognise that every individual has different needs. This is Me is Macro’s EDI campaign, a commitment to understanding and supporting those needs, both professionally and personally. ​Our aim is to help identify and acknowledge individual needs that may impact work-life experience. It’s about being proactive, learning from one another, and creating a supportive space that encourages growth and productivity.

​Should you need to discuss any reasonable adjustments or require guidance about our recruitment process, please contact careers@macro-group. com to speak to a member of our team.