Title: Business Support Co-ordinator
Address: Rue Geespelt, 1-5, Livange L-3378, Luxembourg
The Business Support Co-ordinator will be responsible for providing support to all departments within the business. You will be a vital part of the reception and business support team ensuring all departments have the support they need to be successful.
Role Overview:
- Admin support (Luxembourg office):
- Co-ordinates travel arrangements, including flights, visas, visitor trips, restaurant booking, taxi, car hire and hotel reservations.
- Purchasing of all Office Supplies
- Organise key fobs/gate fobs/main door keys/name plates/name board for new employees, orders business cards for employees when requested.
- Acts as Fire Warden and arranges and takes minutes for the monthly H&S committee meeting
- Manages property bookings and liaises internally regarding any faults, repairs, updates, manuals etc.
- Petty cash, taxi summary, maintain birthday lists, order business cards, monitor & replenishing first aid boxes and kitchen supplies.
- Organise conference room bookings, room preparation, order catering, ensure clean and tidy after events.
- Reception duties and administration support for all departments as required
- Planning and coordination (Vapor Group):
- Internal planning of engineering resources for all geographical vapour markets
- External planning in corporation with customers
- Freight forwarding - in corporation with our logistic colleges in UK.
- Ordering goods from vendors in collaboration with the Supply Chain Department
- Optimizing profitability and revenue for each service visit, by preparing travel and spare parts offerings well in advance
- Responsibilities within our ERP system (Vapor Group):
- Responsible for creating/maintenance of functional location (Vapor installed base)
- Creating/managing of service orders in our planning tool
- Spare part process, from customer PO to Creating requisitions to the Supply Chain Department and handling PO from Supply Chain to Vendors
- Creating basis for invoicing to Finance Department for service, services, and spares
The Candidate:
- Previous reception and office administration experience
- Excellent MS Office Skills - Outlook/Word/Excel/PowerPoint, and comfortable learning new systems and portals. Familiarity with Sage would be helpful.
- Excellent communicator - verbal, written and face to face
- A friendly and welcoming person with a can-do positive attitude
- Excellent team player, resourceful, well organised, highly dependable, efficient and detail orientated
- Ability to use initiative and make decisions autonomously but with attention to detail.
- Must live within a1-hour commute of our Luxembourgish office.
- Language Skills: English, French and German
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