ONE is certified Great Place to Work and has been awarded Best Workplace Luxembourg and Europe 2023.

ONE group solutions provides next generation fund management solutions delivered by a hand-picked team of senior industry experts and supported by NextGen technology. We provide third-party Management Company, Corporate Secretary, Regulatory and Strategic Consulting, and Governance Technology solutions. The group, headquartered with full substance in Luxembourg, provides Fund Governance solutions to asset, wealth and fund managers from around the globe and has additional offices in Dublin, New York and Zurich.

Receptionist (f/m)

Overview:
The Receptionist serves as the first point of contact for visitors and clients, representing ONE group solutions in a professional and welcoming manner. This role involves managing the front desk, handling a variety of administrative and clerical tasks, and ensuring a smooth and efficient operation of the office.

Key Accountabilities:

• Greeting and directing visitors: warmly welcome visitors and clients, determine the purpose of their visit, and direct them to the appropriate person/room.
• Phone management: answer, screen, and forward incoming phone calls in a timely and professional manner. Take and relay messages accurately.
• Mail handling: Receive, sort, track and distribute daily mail and deliveries. Prepare and track outgoing mail and shipments.
• Appointment scheduling: Manage appointment calendars, schedule meetings, and coordinate conference room bookings and setup (coffee, water, etc.).
• Maintaining reception area: Ensure the reception area is tidy and presentable, with all necessary materials.
• Data entry: update and maintain contact lists, databases, and records as required.
• Inventory management: monitor and order office supplies, keeping track of inventory levels.
• Security: follow security procedures and controlling access via the reception desk.
• Parking: manage parking allocation for employees and visitors via our internal tool.
• Ad-hoc tasks: order and setup of internal events, on-site lunches, workshops; restaurant booking, etc.

Knowledge and Experience:

• Education: High school diploma or equivalent. Additional certification in office administration is a plus.
• Proven work experience as a Receptionist, Front Office Representative, or similar role.

Skills:

• Excellent verbal and written communication skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Professional attitude and appearance.
• Customer service orientation.
• Ability to be resourceful and proactive when issues arise.
• Familiarity with office equipment.
• Strong work ethic, analytical skills, and attention to detail.
• Proficient time management.
• Friendly and approachable demeanor.
• Problem-solving skills.
• Ability to work independently and as part of a team.
• Previous experience in a corporate or professional services environment.
• Fluent in English and French (mandatory), any other language will be consider as an asset.

Working Conditions:

• Schedule: Office hours: 8h30 to 17h30 from Monday to Friday (1 hour break from 12h30 to 13h30). Support can be asked for the organisation of internal events.
• Teleworking: not allowed for this position.

We offer:

• An entrepreneurial working environment in a young and motivated team;
• A multicultural environment where we promote diversity, talent & ideas;
• The ability to work and interact with a wide variety of specialists;
• Internal training and development.
  

Interested?

• If you are interested in this job opportunity, we are looking forward to receiving your application.
• All applications will be treated confidentially.
• A clear police record will be requested.
• Starting date: 16/09/2024.

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