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Alter Domus Logo Alter Domus · Office Administration

Business Center Senior Associate

Luxembourg, Luxembourg · Job Posted April 11, 2026
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Job Description

The Senior Associate vacancy is for someone with a proven reception and front desk experience who likes to work with clients, who is charismatic and a problem solver. The Senior Associate role is fully at reception and can be trusted back-office tasks from time to time. The Senior Associate reports directly to the Manager or Director of Business Office Services. His/her/they main task is to guarantee a smooth operation of the reception in all buildings, the business centre(s) client experience, as a reliable back-up to the Manager and Director in all daily operational areas of the centre(s), maintaining and supervising the centre(s) quality of standards, keeping a professional and solutions oriented service to clients on a daily basis. That includes the customers of the centre(s), prospects, suppliers and visitors. And also a significant support to the Director during to increase sales and profitability by keeping clients satisfied and employees motivated.

Job Responsibility

  • Guarantee a smooth operation of the reception in all buildings
  • Ensure the business centre(s) client experience
  • Be a reliable back-up to the Manager and Director in all daily operational areas of the centre(s)
  • Maintain and supervise the centre(s) quality of standards
  • Keep a professional and solutions oriented service to clients on a daily basis
  • Support to the Director during to increase sales and profitability by keeping clients satisfied and employees motivated
  • Check daily emails, requests, phone calls
  • Control and ensure that the centre(s) quality standard checks are done daily, weekly, monthly, and quarterly
  • Be an important contact to all suppliers to ensure a smooth running of the business centre(s)
  • Participate upon request in any refurbishment work or Facility Projects
  • Keep a positive under stress proactive approach
  • Suggest and optimize security and control of access to the premises
  • Be an active agent in Fire Drills and Evacuation Exercise
  • Participate to the preparation and supervision that all vacant offices are ready to be visited by prospects
  • Conduct buildings audits upon request with the Cleaning Company
  • Warmly welcoming of customers, meeting room’s participants, AD staff, suppliers and prospects
  • Taking care of the switchboard daily calls
  • Supervise the daily activities, demands taken in person, by email or phone
  • Manage and Setup clients IT and Telephone request upon arrival or at any stage
  • Participate in any project related to the IT infrastructure and Telephone Service
  • Receive, sort, encode, deliver, and forward the post mail for customers
  • Apply and verifies that the process of incoming and outgoing Parcels and Registered mail are fully respected
  • Provide the lowest cost possible when finding solutions linked to maintenance or supplies
  • Contribute to the upselling of services by customers
  • Participate and negotiate the best rates with local and new suppliers
  • Assist the Manager or Director to double control any invoicing
  • Work closely with others Senior Associates and Manager to keep a smooth daily roster
  • Be a back-up of a Senior Officer or Manager in charge of a specific tasks when needed
  • Actively contribute to the profitability of the centre (EBIT)
  • Assist in the preparation of GCAC files for BOS CAC MEMOS

Requirements

  • Proven reception and front desk experience
  • Charismatic and a problem solver
  • Good English and French mandatory
  • Capable to do easily all reception tasks with little or no supervision
  • Treatment of emails, calls, requests, complaints
  • Supervise the Junior Associates
  • Technical expertise in computer issues and telephone units’ instructions (suitable)
  • Master client’s complain handling
  • Provide support to the junior associates team
  • Model and represent the company having a senior posture and self-control
  • Participate and motivate the team to ensure a great client experience
  • Know by heart the office price list
  • Participate and negotiate the best rates with local and new suppliers
  • Assist the Manager or Director to double control any invoicing
  • Work closely with others Senior Associates and Manager to keep a smooth daily roster
  • Actively contribute to the profitability of the centre (EBIT)
  • Is able to assist Senior Associate, Manager or Director in the preparation of GCAC files for BOS CAC MEMOS

What we offer

  • Support for professional accreditations such as ACCA and study leave
  • Flexible arrangements
  • Generous holidays
  • An additional day off for your birthday
  • Continuous mentoring along your career progression
  • Active sports, events and social committees across our offices
  • 24/7 support available from our Employee Assistance Program
  • The opportunity to invest in our growth and success through our Employee Share Plan
  • Additional local benefits depending on your location
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