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6 Months contract - Facilities/Document Management Assistant

Tasks & Responsibilities

  • Open incoming mails;
  • Identify and route properly the incoming mails based on defined rules;
  • Sorting all mails arriving in the morning using the internal software ;
  • Distribution of mails following mailing procedure;
  • Collecting internal & outgoing mails;
  • Preparation for posting; 
  • Recording & distribution of express mails & packages;
  • Recording and invoicing of outgoing express mails & packages;
  • Identify key documents proprieties/information;
  • Clean documents for proper scanning; 
  • Prepare set of documents to be scanned based on defined rules; 
  • Execute the scan of documents; 
  • Perform quality checks on scanned documents;
  • If needed, rescan documents; 
  • Add business related information on each electronic documents scanned based on working instructions (indexation activity);
  • Preform quality checks on indexation activity;
  • Perform archiving of scanned documents;
  • Ensure the traceability of physical documents;
  • If requested, retrieve physical documents in the archiving storage rooms;
  • Archiving and filing (both hard and soft copies) of all files;
  • Daily management of the internal archiving software;
  • Cooperate to any project in relation with archives (destruction, arrival, new storing,...);
  • Maintenance of all archives rooms;
  • Office supplies: inventory management, storage and delivery to Employees;
  • Guarantee constant sotck of paper to all floors;
  • Permanent support and intervention for small repairs (bulbs,..);
  • Photocopiers: replacement of ink cartridges and perform basic cleaning maintenance;
  • Cooperate to all maintenance projects;
  • Support to occasional internal removals in collaboration with the Buildings Team;
  • Fleet maintenance (reveision, tires);
  • Private Chauffeur for Executive Management and Clients;
  • Replacement of reception employees at all locations of the company;
  • Delivery of documents in all administrations, attorneys and notaries around the city with company car;
  • Delivery of documents in different locations of SGG Luxembourg.

Your Profile

  • A previous experience in the same role is appreciated; 
  • Fluent in French and English, any other language will be considered as an advantage;
  • Document and/or archiving management experience is appreciated;
  • Ability to quickly understand and efficiently use corporate software (e.g. archiving system, SharePoint, document indexation system, Excel, Word, Outlook);
  • Accuracy, attention to details and constant focus on quality;
  • Pro-active, independent, accurate, flexible and customer oriented;
  • Experience gained within a Corporate and Fund services or the financial industry would certainly be advantageous. 

We Offer

A 6-months contract with one of the leading Corporate and Fund Administration companies in Europe and beyond. Focus on personal development is an important part of our company culture. And of course, creating a positive work atmosphere remains paramount.


Please express your interest and enthusiasm by clicking the ‘Apply with’ button, or by forwarding your CV and cover letter by email to We will always reply to your application and we thrive to reply to you within three weeks after having received your application.

Job Deadline Date: 
Friday, March 23, 2018