Receptionist (1 year fixed-term contract)

FundRock LIS S.A. is a successful third-party UCITS management company and AIFM headquartered in Luxembourg and with an office in Dublin, delivering fund solutions to renowned investment managers and fund initiators.

Founded in 2011, we focus on private equity, real estate, infrastructure and debt asset classes. Today we are the leading third-party AIFM in the private funds space.

In September 2022, our company was acquired by Apex Group. Apex Group Ltd., established in Bermuda in 2003, is a global financial services provider. With over 13,000 employees globally, Apex Group provides services into 50 jurisdictions delivering an expansive range of services to asset managers, financial institutions, private clients, and family offices. The Group has continually improved and evolved its capabilities to offer a single-source solution through establishing the broadest range of services in the industry; including fund raising solutions, fund administration, digital onboarding and bank accounts, depositary, custody, super ManCo, corporate services and a pioneering ESG and sustainability services. Apex Group’s purpose is to be more than just a financial services provider and is committed to driving positive change to address three core areas; the environment and climate change, women’s empowerment and economic independence, education and social mobility.

We're currently looking for a Receptionist to support our growing operations in the Facilities department in Luxembourg. This role comes with a favorable salary and an extensive benefits package.

The APEX Group offices are managed by the facilities team. The activities consist of maintenance management, soft services management, property management, project management, event management, H&S, procurement and contract management.

As a Receptionist, you will play a vital role in managing front-of-house services while also providing key support to the efficient operation of our facilities. This position is critical in ensuring a seamless and professional experience for visitors, clients, and employees, while also assisting with day-to-day administrative and facilities-related tasks. Your contributions will help maintain a welcoming environment and support the smooth functioning of our office and facilities operations.

Your responsibilities consist of:

• Oversee the daily operations of the reception areas to ensure a welcoming and professional experience for visitors, clients, and employees.
• Handle incoming calls, e-mails, and correspondence, ensuring timely and accurate responses.
• Coordinate meeting room bookings, visitor sign-ins, and office security procedures.
• Greet and direct visitors in a friendly and professional manner, ensuring they are escorted to the correct person or location.
• Manage the office's general inquiries and provide information or direction to employees, clients, or guests.
• Maintain the reception area to ensure it is clean, organized, and reflects the professionalism of the company.
• Assist with administrative tasks such as maintaining office supplies, distributing incoming mail and any other facilities related processes.
• Handle courier and postal services, including sending and receiving packages.
• Assist with the scheduling of meetings, conferences, and events, ensuring all necessary resources are available.
• Handle and track office access cards, managing the security of the office environment.
• Coordinate with the HR and Facilities teams for any staff-related requirements or office needs.

You will also require the following:

• Fluency in written and spoken English, with additional proficiency in French and German considered a strong advantage.
• Proficient knowledge of standard IT applications, including Outlook, MS Office tools (Word, Excel, PowerPoint), and familiarity with office management software.
• Proven experience in a reception, administrative, or customer-facing role, ideally within a corporate or facilities management environment.
• Strong organizational skills with the ability to manage multiple tasks simultaneously, prioritize effectively, and stay calm under pressure.
• Attention to detail, with a high standard of accuracy in all aspects of work, including handling data, scheduling, and correspondence.
• Exceptional communication skills, both verbal and written, with the ability to liaise with colleagues at all levels of the organization and external clients.
• Excellent interpersonal skills, capable of building relationships with visitors, clients, and internal teams to foster a welcoming, positive environment.
• Ability to work independently and use initiative to solve problems, while knowing when to escalate matters to the appropriate department or individual.
• Dependable, with a strong sense of accountability for tasks and responsibilities, ensuring follow-through and meeting deadlines.
• Proven ability to handle confidential information with discretion and professionalism.
• Adaptability and flexibility, with a positive attitude towards change and a willingness to assist with a variety of tasks as needed.
• Team player, able to collaborate effectively with colleagues across various departments, supporting the broader goals of the company.
• Professional appearance and demeanour, reflecting the high standards of the company and creating a positive first impression for visitors.
• Experience in event coordination and support, assisting with setting up for meetings, conferences, or other corporate events.
• Ability to maintain office inventory and manage office supplies, ensuring the reception area is always well-stocked and prepared for daily operations.

Additional Information

Please note that a background check will be conducted as part of the hiring process. In accordance with Luxembourg regulations, candidates may be required to provide a recent extract from their criminal record.

As a vital team member and in return for your expertise, inclusive approach and commitment, we'll provide a favourable salary and the chance to join a passionate and welcoming team. Benefits As a truly global business, we tailor benefits to each location to safeguard our people and respect local cultures and ways of working. Our people are our greatest asset, and we invest in talent development. Join our global network, and you will benefit from education support, sponsorship and in-house training programs.

Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.