Office Administrative Assistant (m/f)

Description des tâches:

Office Administrative Assistant Belval, Esch-sur-Alzette, Luxembourg Job Type: Part Time Employment – approximately 24 hours per week

About the Company

Infinite Orbits Luxembourg (LMO Sarl) is the Luxembourg subsidiary of Infinite Orbits SAS (Toulouse, France), a NewSpace company founded in 2017 that now counts more than 200 colleagues across locations including Spain, Germany and the UK. We develop in-orbit servicing solutions - from awareness, inspection, and protection of space assets to life extension and satellite servicing - built on our own Autonomous Vision-Based Solution.

IO has two generations of missions:

• "Orbit Guard" provides Inspection and Space Situational Awareness services in GEO.
• "Endurance" is a docking service capable of extending the life of GEO telecom satellites, by taking over AOCS takeover for 5 years.

Specifically, IO Luxembourg is focusing on the design, development, integration and testing of cutting-edge software playing a critical role in the missions as well as being responsible for Spacecraft Operations.

About the Role

We are seeking a proactive, reliable, and well-organized Office & Administrative Assistant to support the smooth day-to-day operation of our office. This is a part time 24 hour a week role. This is a varied, hands-on role covering office administration, reception, facilities, logistics, purchasing, finance administration, and basic HR support. The successful candidate will work with employees, management, suppliers, and external service providers to ensure that the office and its administrative activities run efficiently. The ideal candidate is organized, service-oriented, practical, and comfortable working independently while managing a variety of tasks and priorities.

Key Responsibilities

• Office Administration & Reception: Manage front desk activities, welcome visitors, handle incoming calls and correspondence, manage access badges, and support the day-to-day administration of the office.
• Facilities & Landlord Management: Coordinate with the landlord, building management, cleaning staff, maintenance providers, and other service suppliers to ensure the office remains clean, functional, and well maintained.
• Shipping & Logistics: Manage incoming and outgoing shipments, deliveries, couriers, and related documentation.
• Office Supplies & Purchasing: Manage the purchase and stock of office consumables, including coffee, tea, water, toiletries, paper, stationery, and other office supplies. Support purchase orders and supplier management.
• Utilities & Services: Ensure office utilities and services, including energy, gas, water, internet, waste collection, and other recurring services, are properly set up and maintained.
• Finance & Accounting Support: Support the administration of purchase orders, supplier invoices, expenses, and payments, and provide the necessary documentation and information to the external accountant.
• HR & Employee Support: Provide support for day-to-day HR administration, including onboarding and offboarding, employee documentation, absences, holidays, and coordination with external HR/payroll providers.
• Office Events & General Support: Support the organization of company events and activities and provide general administrative support to management and employees as required.

Required Qualifications

• Previous experience in office administration, office management, or a similar role.
• Excellent organizational skills, attention to detail, and ability to manage multiple tasks independently.
• Practical, proactive, and service-oriented approach.
• Good communication skills and ability to work with employees, suppliers, landlords, and external service providers.
• Good knowledge of Microsoft Office / Microsoft 365.
• Excellent English proficiency. French and/or Luxembourgish is an asset.
• Ability to work approximately 24 hours per week.

Assets (Nice to have)

• Experience in a small or growing company.
• Experience with facilities, shipping, purchasing, finance, or HR administration.
• Knowledge of Luxembourg administrative processes.
• Experience coordinating external suppliers and service providers.
• Valid authorisation to work in Luxembourg.

What we offer

The opportunity to be part of an international team transforming the space industry. A creative and innovative work environment where ideas turn into reality. Competitive salary and benefits.