Workplace Reception Concierge

Reports to Workplace Manager

The purpose of this position is to ensure the smooth running of the reception function and to provide support in the administration of our busy office. As the first point of contact, it is imperative to demonstrate a positive attitude and professional behaviour by greeting clients and business contacts both in person and on the phone in a consistent manner, conveying a friendly attitude and reacting in a helpful and professional way to various requests. Providing an exceptional Workplace experience to all employees is also key to this position.

Key responsibilities:

• Warmly welcome clients and visitors in a courteous and professional manner, accompany them to meetings, coordinate refreshments, and manage introductions as appropriate


• Manage incoming phone calls, route them to the appropriate departments, and take accurate messages


• Assist with booking and preparing meeting rooms, ensuring equipment and refreshments are available


• Ensure the boardroom and meeting rooms are always clean, organised and ready for use, managing the room diaries via Outlook


• Organise outside catering as requested


• Manage visitor access by coordinating visitors/contractors’ badges or sign-in procedures


• Receive, sort, incoming mail and packages, processing them in accordance with procedures


• Prepare outgoing mail and courier shipments as needed


• Assist in maintaining office supplies by monitoring stock and ordering replenishments as required


• Oversee supply expenditures, actively seek cost-effectives, and liaise with vendors to negotiate favourable terms and reduce overall costs


• Support the planning and coordination of on-site events for staff and clients


• Support the Workplace team or other department with data entry, fling, and maintaining office records


• Assist Local Workplace lead in support of Aztec’s goals in relation to net zero waste and zero emissions


• Foster strong relationships with the building management team and tenants, leveraging these relationships to advocate for building enhancement that support Aztec’s strategic objectives


• Assist in handling confidential or sensitive information with discretion


• Act as Travel programme coordinator, assisting with queries and general reporting. 


• Engage collaboratively with global workplace colleagues to support cross-jurisdictional projects, driving alignment and sharing best practices to ensure a consistent standard of service


• Other ad hoc tasks that may be required to support the team or the business as a whole (i.e.


• Assist with organizing office events, meetings, and training sessions. Ensure security procedures regarding the locking and unlocking of main doors are actioned)

Skills, knowledge, expertise:

• Excellent customer service skills


• Any other official language of the country would be considered as an asset


• Can do attitude, with the ability to work autonomously and independently whilst also as part of the wider team


• Computer literacy skills are essential


• Attention to detail and accuracy


• Excellent organisational skills are essential

We will provide the training, both in-house for relevant technical knowledge and also for professional qualifications to enhance both your professional development and ability to provide sound accountancy services. You will need to be quick to learn new systems and great with people, as close working relationships between our colleagues and clients are at the heart of what we do.

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“For all accepted offers of employment with Aztec Financial Services (Luxembourg) S.A, candidates will be required to complete pre-screening requirements, including providing a criminal record certificate (extrait de casier judiciaire).”