Reception & Office Coordinator
Bertrange,
Luxembourg
Palana is a leading Advisory, Managed Services and Technology firm based in Luxembourg, specialising in the investment fund and banking 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, and a significant part of your day will also involve managing meeting rooms, suppliers, deliveries, access badges, office supplies, events organisation and coordination and the many practical matters that keep a busy office running smoothly.
This is a fully on-site role at our Bertrange office. Remote and hybrid working are not available for this position.
French is used every day at our reception and with our suppliers and building management. Fluency in French and English is essential.
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.
Apply Now and Make Your Mark!
Responsibilities
- Reception & visitor experience: Welcome clients, candidates and visitors; operate the front desk and ensure a professional, friendly and efficient experience at Palana.
- Daily office operations: Support the smooth day-to-day running of the office, proactively handling practical needs, requests and operational issues.
- Meeting and event coordination: Prepare and turn around meeting rooms, arrange catering and logistics, and provide practical support to internal meetings, training sessions, client events and company activities.
- Facilities and supplier coordination: Liaise with building management and service providers, coordinate maintenance, cleaning, waste and technical interventions, and supervise suppliers working on site, including parking and signage.
- Workplace environment: Contribute to a well-organised and well-equipped workplace, ensuring that our spaces, furniture and shared equipment continue to meet the needs of our teams as the firm grows.
- Workplace security and confidentiality: Contribute to a safe and secure workplace by managing access to our premises and applying our internal security and confidentiality rules. Working in a regulated environment, you will handle information and documents with care and discretion.
Must Have
- Fluent French and English, with good digital skills and confidence using Outlook, Excel and standard office tools
- 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
- A 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
- A first experience in office coordination, administration, facilities, hospitality or a similar operational role
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Exposure to 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.
The scope is broad and clearly defined. It makes the position a strong first or second step for someone who wants to build genuine experience in Office Management rather than a narrow set of tasks.
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.