Office Manager & Reception Coordinator (Part‑Time)

About the role

We are seeking a proactive Office Manager & Reception Coordinator for a 6‑month part‑time contract (2‑3 days per week) in our Luxembourg office (Kirchberg). The role blends front‑of‑house duties with office coordination, travel and event support, health‑and‑safety administration, and general operational assistance.

Key responsibilities

• Manage incoming and outgoing mail, courier services, phone handling and reception duties.
• Coordinate business travel arrangements (flights, trains, hotels, taxis) with external providers.
• Organise meeting logistics: room bookings, visitor parking, catering, set‑up and post‑meeting reset.
• Support daily office operations: attendance tracking, invoice review, supplier orders, and maintaining a professional environment.
• Handle access control: visitor badges, employee cards, replacements and periodic reporting.
• Oversee office supplies (kitchen, coffee, water, consumables) and liaise with suppliers.
• Respond to ad‑hoc administrative requests such as printing, scanning, and document signing.
• Assist the Health & Safety function, including evacuation procedures and site requirements.

Required profile

• Previous experience in office administration, reception or coordination is an advantage.
• Ability to manage multiple priorities, work efficiently under pressure and adapt to changing needs.
• Strong organisational skills, reliability, attention to detail and a service‑oriented mindset.
• Confident communication with colleagues, visitors, suppliers and senior stakeholders.

Required skills