Palana is an Advisory, Managed Services and Technology firm based in Luxembourg, specialising in the investment fund and banking industry and the broader financial services sector. We support asset managers, fund administrators and financial institutions across a wide range of asset classes.
As Reception & Office Coordinator at our Bertrange office, you will support both our front-of-house activities and the smooth day-to-day operation of our workplace.
This is a varied, hands-on role combining reception, office coordination and practical administration. You will welcome clients and visitors, and a significant part of your day will involve managing meeting rooms, suppliers, deliveries, access badges, office supplies, events organisation and the many practical matters that keep a busy office running smoothly.
The responsibilities below describe the full scope of the role. You are not expected to master all of them from day one. Working within our Office Management team, you will need to be comfortable switching between priorities, taking initiative and getting things done.
Reception and visitor experience. Welcome clients, candidates and visitors, and operate the front desk.
Daily office operations. Keep the office running day to day, handling practical needs and operational issues as they arise.
Meeting and event coordination. Prepare and turn around meeting rooms, arrange catering and logistics, and support internal meetings, training sessions and client events.
Facilities and supplier coordination. Liaise with building management and service providers, and coordinate maintenance, cleaning, waste and technical interventions on site.
Workplace environment. Keep our spaces, furniture and shared equipment fit for the teams using them as the firm grows.
Workplace security and confidentiality. Manage access to our premises and apply our internal security rules, handling information and documents with discretion.
Strong organisation and multitasking skills, with the ability to manage several topics and changing priorities simultaneously
Rigour and reliability: you keep records, registers and follow-ups accurate and up to date
Discretion and a clear sense of confidentiality, appropriate to a regulated financial services environment
Fluent French and English, with good digital skills and confidence using Outlook, Excel and standard office tools
A proactive and hands-on mindset, able to identify what needs attention, take ownership and follow matters through to completion
Excellent interpersonal and communication skills, with a professional, confident and service-oriented approach
Autonomous, reliable and detail-oriented, while enjoying working closely with colleagues and supporting a wider team
Valid work permit for Luxembourg
Luxembourgish and/or German, with any additional language considered an asset
A first experience in office coordination, administration, facilities, hospitality or a similar operational role
Exposure to suppliers, building management or external service providers
Interest in workplace organisation and office operations
Reception & Office Coordinator • Bertrange, Bertrange, LU
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