Reception & Office Coordinator
Bertrange,
Luxembourg
Palana is a regulatory and compliance consulting firm based in Luxembourg, specialising in the investment fund industry and broader financial services sector. We support leading asset managers, fund administrators and financial institutions across a wide range of asset classes.
As a 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, but a significant part of your day will also involve managing meeting rooms, suppliers, deliveries, access badges, office supplies and the many practical matters that keep a busy office running smoothly.
Working closely with our Office Management team, you will need to be comfortable switching between priorities, taking initiative and getting things done.
Apply Now and Make Your Mark!
Responsibilities
- Reception & visitor experience: Welcome clients, candidates and visitors and ensure a professional, friendly and efficient experience at Palana
- Office operations: Support the smooth day-to-day running of the office, proactively handling practical needs, requests and operational issues
- Meeting Management: Coordinate meeting rooms, catering and logistics and provide practical support for internal meetings, events and company activities
- Facilities & workplace coordination: Liaise with building management and suppliers, coordinate maintenance, office equipment, supplies, parking and workplace-related matters
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Daily office operations: Coordinate supplies, mail, couriers, deliveries, badges, parking and other practical office needs
Must Have
- Strong organisation and multitasking skills, with the ability to manage several topics and changing priorities simultaneously
- Fluent French and English, with good digital skills and confidence using standard office tools
- Proactive and hands-on mindset, able to identify what needs attention, take ownership and follow matters through to completion
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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
Nice to have
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Luxembourgish and/or German, with any additional language considered an asset
- Previous experience in office coordination, administration, facilities, hospitality or a similar operational role
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Experience dealing with suppliers, building management or external service providers
- Interest in workplace organisation and office operations
What makes this role stand out
This is a varied role combining office coordination, administration and reception. You will support the day-to-day running of our offices and work closely with colleagues, suppliers and visitors.
As part of a growing company, you will be involved in a broad range of practical activities and will have the opportunity to progressively develop your experience in Office Management.
We are looking for someone who enjoys variety, working with people and getting things organised in a dynamic environment.
What We Offer
Package
Competitive salary, plus benefits including meal vouchers, additional annual leave and health cover.
Professional development
Regular support and opportunities to progressively develop your Office Management skills.
Work environment
Colourful, modern campus with on-site restaurant, concierge, daycare and regular social events.
Day-to-day
Varied responsibilities, a collaborative team, flat hierarchy, fruit, coffee and a friendly working atmosphere.