The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.
Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.
That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.
Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.
For our business, for clients, and for you
Apex Group is looking to recruit bright, articulate and numerate personnel who are unafraid of a challenge and are prepared to work hard and love what they do. We're currently looking for a Receptionist to support our growing operations in the Facilities department in Luxembourg. This full-time 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.
In accordance with the provisions of the Luxembourg law of 23 July 2016 amending the law of 29 March 2013, candidates may be required to provide an extract from their criminal record. This document, issued by the authorities, must not be older than three months. Such a document will be requested with the aim of carrying out a character check on candidates, bearing in mind the area of activity of our establishment and, more particularly, the tasks described in the job description.
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.
