Facilities & Logistics, Facility Manager

Arendt & Medernach; Paliseul; On-site; EUR 60,000 - 90,000; Full time

Job summary

Arendt & Medernach in Luxembourg seeks a Facilities Manager to ensure the safe, efficient and sustainable operation of our buildings and workplace services. Working with the Facilities & Logistics Director, you will oversee day-to-day facilities operations across Luxembourg sites and support foreign offices.

Responsibilities include building and space management, vendor coordination, safety and compliance, operational logistics and team supervision.

Qualifications

• Significant experience in facilities management, workplace management, building operations or a comparable position.
• Fluency in English and French. Knowledge of Luxembourgish or German would be considered an advantage.
• Strong organisational and project-management skills and ability to manage several priorities.

Responsibilities

• Oversee day-to-day operation of sites, ensuring maintenance, cleanliness and service continuity.
• Coordinate office moves and workspace planning, optimise office space and monitor occupancy.
• Support health, safety and physical security procedures and ensure regulatory compliance.
• Manage external providers for maintenance, energy, waste management, supplies and green-space services.

Skills

Facilities management

Project management

Stakeholder management

Team supervision

Job description

Arendt & Medernach is the leading independent business law firm in Luxembourg with over 800 professionals. The firm’s international team of more than 450 legal experts represents Luxembourg and foreign clients in all areas of Luxembourg business law from its main office in Luxembourg and representative offices in Frankfurt, Hong Kong, London, New York, and Paris.

Our service to clients is differentiated by the end-to-end specialist advice we offer, covering all legal, regulatory, taxation, and advisory aspects of doing business in Luxembourg.

Our firm advises international and domestic clients in all areas of business law relevant to their business activities, ranging from fund formation, banking, insurance, private equity, and real estate to corporate and tax matters.

Given the ongoing development of our firm, we are currently recruiting:

Facilities Manager

Your role

As Facilities Manager, you will play a key role in ensuring the safe, efficient and sustainable operation of our buildings and workplace services.

Working closely with the Facilities & Logistics Director, you will oversee day-to-day facilities operations across our Luxembourg sites and support our foreign offices. Your responsibilities will include building maintenance, workplace and space management, vendor coordination, operational logistics and team supervision. You will collaborate with a broad range of internal stakeholders and external partners to ensure a high-quality workplace experience and seamless service continuity.

Your responsibilities

Building and facilities operations

• Oversee the day-to-day operation of our sites, ensuring effective maintenance, cleanliness and service continuity;
• Coordinate external service providers, including cleaning, technical maintenance and security partners;
• Ensure that building issues, technical incidents and service requests are addressed promptly and effectively;
• Monitor the quality and reliability of workplace services.

Workplace and space management

• Coordinate office moves and workspace planning;
• Contribute to the optimisation of office space in line with business requirements;
• Monitor workplace occupancy and identify opportunities for improvement;
• Liaise with internal teams to understand and coordinate their workplace needs.

Safety, security and compliance

• Support the implementation of health, safety and physical security procedures in collaboration with the Facilities & Logistics Director and the relevant teams;
• Ensure compliance with applicable building standards, internal policies and regulatory requirements;
• Contribute to emergency preparedness, crisis-management procedures and evacuation coordination.

Vendor and contract management

• Manage external providers supporting building operations, including maintenance, energy, waste management, supplies and green-space services;
• Monitor service quality, budgets and contractual deliverables;
• Work closely with Finance and Procurement to optimise contracts, purchasing processes and related costs;
• Maintain constructive and effective relationships with service providers.

Operational logistics

• Oversee logistical activities, including deliveries, stock management, supplies and archiving;
• Coordinate mobility-related operations such as parking, company vehicles and shuttle services, in collaboration with the Logistics Officers;
• Manage or supervise related facilities services, including the facilities intranet, internal ticketing tools and workplace-related initiatives.

Team coordination and cross-functional collaboration

• Supervise operational team members, including Logistics Officers, building attendants and site-specific roles;
• Set clear priorities and support the professional development of team members;
• Monitor operational performance and relevant KPIs;
• Promote effective communication and collaboration within the Facilities & Logistics team;
• Work closely with Business Unit Coordinators, Security, Safety, Hospitality and other Business Services teams to ensure service continuity.

Sustainability and ESG

• Support the sustainable management of our properties, with a focus on buildings’ environmental performance, regulatory compliance and occupants’ well-being;
• Contribute actively to ESG initiatives and monitoring;
• Collaborate closely with the Sustainability Director to support the organisation’s environmental objectives.

Your profile

• Significant experience in facilities management, workplace management, building operations or a comparable position;
• Experience coordinating external service providers and monitoring service-level commitments;
• Strong organisational and project-management skills and can manage several operational priorities at the same time;
• Pragmatic, solution-oriented and comfortable responding to operational or technical issues;
• Fluency in English and French. Knowledge of Luxembourgish or German would be considered an advantage;
• Strong communication and stakeholder-management skills;
• Previous experience supervising or coordinating operational teams;
• Strong sense of service, ownership and attention to detail;
• Comfortable working in a fast-paced, international and multidisciplinary environment;
• Good understanding of workplace safety, regulatory compliance and sustainability matters.

Within Arendt, we uphold high standards. Our professionals work with clients on engaging projects, empowered from the start. With a strong local presence in Luxembourg and international reach, we support and train our team members to thrive in a culture of excellence. Specialised teams ensure the right skills are available, allowing for a focus on added value. Our leaders are approachable, providing support and mentoring.

We offer a vibrant social life with numerous events, embracing sports and art, our culture encourages openness and discovery beyond the professional realm. With over 50 nationalities represented, Arendt is committed to the well-being of its staff, serving the best interests of its clients, protecting the environment, and supporting education.

Arendt promotes equal opportunities and value each employee for what they bring to the community. For more information, please refer to our diversity and inclusion policy on our website.

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