Receptionist
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Job Location:
Luxembourg - Luxembourg
Monthly Salary:
Not Disclosed
Posted on:
Yesterday
Vacancies:
1 Vacancy
Job Summary
We are currently seeking a Receptionist to join our Hospitality team. This role is pivotal in delivering a warm professional and efficient welcome to clients colleagues suppliers and external visitors while ensuring smooth frontofhouse operations and high service standards across the firm.
Key Responsibilities
Client Reception & Front Desk Management
- Provide a professional and welcoming reception to clients visitors suppliers and external guests.
- Operate the switchboard handle incoming and outgoing calls and redirect calls appropriately.
- Register external visitors upon arrival and maintain accurate and uptodate visitor logs.
- Issue access badges escort visitors when required and ensure compliance with security procedures.
- Manage client and supplier parking reservations.
- Receive sort and distribute private packages and deliveries.
- Track deliveries from external couriers (DHL postal services etc.).
- Maintain a clean professional and welcoming reception area at all times.
Meeting Room Coordination & Logistics
- Manage and monitor meeting room bookings and calendars.
- Coordinate internal and external meetings.
- Prepare and set up meeting rooms to a high professional standard.
- Operate and maintain coffee machines and refreshment areas.
- Ensure meeting room supplies are fully stocked and preorder items as required.
Catering & Events Coordination
- Coordinate catering services for breakfasts lunches cocktail receptions and larger internal or external events.
- Organise catering logistics for events managed in collaboration with the Business Development team.
- Make restaurant reservations as required.
- Provide logistical support for special events corporate meetings and business lunches.
Travel Management
- Independently manage and book all business travel arrangements (flights hotels taxis trains) in line with our new operational model (without using a travel agency).
- Coordinate travel-related matters with the London office and other international offices when required.
General Administrative & Operational Support
- Handle incoming and outgoing mail (paper mail DHL couriers etc.).
- Maintain and update telephone directories.
- Monitor order and manage office supplies and other necessary items.
- Request follow up on and compare supplier quotations.
- Process business card orders.
- Monitor budgets and support the tracking verification and processing of invoices.
- Provide ad hoc administrative and logistical support to other departments including Facilities Business Development and HR.
Qualifications :
- Proven experience as a Receptionist Front Office Manager or Administrative Assistant.
- Fluency in French and English is essential; German and Luxembourgish are considered strong assets.
- Proficiency in Microsoft Office 365 (Outlook Word Excel basic level PowerPoint).
- Excellent time management skills with the ability to multitask and prioritise effectively.
- Strong organisational and planning skills in a fastpaced environment.
- Creative mindset with the ability to suggest improvements and enhance processes.
- High level of professionalism flexibility and a polished appearance aligned with the firms standards.
- Strong communication and relationshipbuilding skills.
- Ability to maintain confidentiality and adapt to different roles and evolving business needs.
- High level of adaptability and reliability.
Additional Information :
Training & Development
- Bespoke inhouse training will be provided to support professional development and ensure successful integration into the role.
Remote Work :
No
Employment Type :
Full-time
Key Skills
- Multi-line Phone Systems
- Customer Service
- Computer Skills
- QuickBooks
- Medical office experience
- Office Experience
- 10 Key Calculator
- Dental Office Experience
- Front Desk
- Administrative Experience
- Medical Receptionist
- Phone Etiquette
About Company
We are one of the largest international law firms in the world. With more than 30 offices worldwide, we strive to exceed our clients' expectations by providing them with the highest quality legal advice and insights, combining our firm's global standards with deep local expertise. Ou ... View more
