Building/Site Manager in LUXEMBOURG

A career at Lombard Odier means working for a renowned global wealth and asset manager and a leader in sustainable investing. An innovative bank of choice for private and institutional clients, our Firm is independently owned and one of the best-capitalised banking groups in the world, managing over CHF 300 billion and operating from over 25 Offices across 4 continents.

With a history spanning over 225 years,Lombard Odier is an investment house providing comprehensive offering of discretionary and advisory portfolio management, wealth services and custody. We also offer asset management services and investment strategies through Lombard Odier Investment Managers and provide advanced banking technology to other financial institutions.

“Rethink Everything” is our philosophy – it is at the heart of everything we do. We have grown stronger through 40 financial crises by re-evaluating the world around us and we constantly rethink the world around us to provide a fresh investment perspective for our clients.

Building / Site Manager

The building/site manager coordinates all the technical service providers on site, and manages the service providers. He/she monitors the quality of the service provided and ensures that site occupants are satisfied. He/she is responsible for ensuring that the user's strategy is applied, and manages the work.

YOUR MISSION:

Liaising with the internal Corporate Services department, the building manager and suppliers on all matters relating to premises, security, facility management and risk management.

Responsible for the all tasks related to the reception, telephone operators and archiving. In charge of organization and coordination of the office, procedures and resources to facilitate organizational effectiveness and efficiency : Monitoring reception services, timetables and continuity of service

• Ensure that reception and lounge services are in line with the Group Hospitality Guidelines
• Overseeing the proper functioning of physical and electronic document archiving and coordinate archiving management

Ensuring the operational safety of the office for internal and external client and providing support

• Planning and supervising the work of external service providers to ensure quality of service and minimise risks
• Defining, updating and applying security procedures in agreement with the Group's Security & Safety department: visitor register, access control to premises, video surveillance, forced entry, building evacuation procedures and fire drills, fire risk training schedule
• Ensure the appointment and training of fire and first aid coordinators

Checking the maintenance of premises, furniture and monitoring of technical installations

Overseeing space planning:

• Supervising and coordinating all renovation and relocation projects (attending meetings, minutes, follow-up) in collaboration with the business expert
• Managing the advance notice/planning of the renovation and relocation project in collaboration with the business expert

Overseeing the execution of contracts, managing orders, invoicing and payments Managing the selection of suppliers in an ethical manner and regularly putting them out to tender

• Managing and reviewing contracts with maintenance companies, engineers, all suppliers and resources in general, according to given needs
• Ensuring that best practice and cost-benefit ratios are respected in all areas (cleaning, kitchen and catering, couriers, off-site archives, telecoms, furniture orders, etc.) and obtain management approval
• Working with the Purchasing, Legal and Risk departments and checking, approving and coding invoices for which office management is responsible and submitting them to management for final approval

Ensure excellent relations with third parties (landlord, co-ownership, insurance, brokers)

• Overseeing leases : Act as Communication link between lessor and International Corporate Services Manager + business expert in Geneva
• Manage and challenge all suppliers (contracts, pricing) as well as internal customer requests

DESIRED PROFILE:

• Qualifications /education required : Bachelor or Master Degree.
• Experience required : Successful experience as a building or site manager, front office manager or administrative assistant within facility management.
• Excellent time management skills and ability to manage multiple tasks and prioritize work
• Excellent written and oral communication skills
• Attention to detail and problem solving skills
• Initiative and a sense of customer satisfaction
• Strong organizational skills in a demanding environment
• Competence in MS Office (MS Word, Excel and Outlook, in particular), experience of email planning tools
• Language skills : English and French required

OUR MAISON'S DNA

Our Maison’s DNA is defined by five core values. Excellence drives us to be the best at what we do, while Innovation fuels our progress. Respect underpins every interaction, and Integrity shapes our actions. Together, we are One Team, united in serving our clients with unwavering dedication.

As a responsible and supportive employer, we promote a diverse and inclusive work environment for our employees and candidates. Diversity, Equity and Inclusion are woven into the fabric of our Maison’s DNA, and we strive to ensure that our employees can fulfill both their personal and professional aspirations by encouraging internal mobility and individual upskilling programs. We firmly believe that building Diverse Teams contributes to our successes and to deliver on this, we actively embed Diversity, Equity and Inclusion in our business strategy.

It is an exciting time to join our Teams. All applications will be handled in the strictest confidence.