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/Power Point, 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