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HR/Office Assistant (m/f/d)
Permanent
Luxembourg, Luxembourg
25.03.2025
We are looking internally for a HR / Office Assistant who will provide essential support across both human resources and office administration functions.
Key Responsibilities:
Your Profile:
#LI-EE1
Key Responsibilities:
- Fleet Management: Manage company vehicle leases, ensure timely renewals, manage documentation, and liaise with employees and vendors for delivery and handovers.
- Training Coordination: Schedule internal and external training sessions, maintain training calendars, and keep training records up to date.
- Office Management: Oversee day-to-day office needs including ordering kitchen and office supplies, coordinating with suppliers, managing maintenance requests, and ensuring a clean and functional work environment.
- Courier & Mail Handling: Handle incoming and outgoing deliveries, track shipments, and liaise with courier providers.
- Visa & Travel Support: Assist in preparing visa applications, coordinating renewals, and supporting basic travel logistics when needed.
- Accommodation Management: Ensure the company apartment is clean, stocked, and maintained, coordinating with cleaning or maintenance services as required. Manage the calendar for booking the apartment for staff / visitors.
- HR & Inventory Records: Maintain employee and administrative records accurately and confidentially, both digitally and physically.
- Onboarding Support: Prepare welcome kits, coordinate workspace readiness for new joiners, and support HR with onboarding documentation.
- Event Support: Assist in organizing internal events and staff activities, including F&B, material preparation, and on-the-day coordination. Take photos during internal events for company use (with appropriate consent) and assist with content collection for internal communications.
- Health & Safety: Support with maintaining emergency supplies and health and safety notices, and report any hazards or incidents as needed.
- Administrative Support: Support general admin functions including data entry, meeting room bookings, preparing documents, and filing.
Your Profile:
- Experience: Fresh graduate / 1 year experience in office admininistration.
- Essential Skills: Microsoft Office; strong communication, organizational and time management skills.
- Desirable Attributes: Flexibility, openness to learning, discretion when handling sensitive information.
- Fluent in both English and French. Any other language is considered as a plus.
#LI-EE1