Office Manager - Luxembourg

Silversquare is a fast-growing company comprised of 12 uniquely designed working spaces in Brussels, Antwerp, Liege, Louvain-La-Neuve, Zaventem and Luxembourg. Artists and designers are invited to give our workspaces an extra soul, because efficiency is one thing, but atmosphere is just as important to create a work environment that helps productivity.
In the end, each venue is unique and makes Silversquare an ecosystem based on diversity.

As coworking spaces, we are not just space providers: we enhance the working spaces by being the best companion. Silversquare is a binding agent between people, skills, and knowledge.

Silversquare is a solid community of 5000 members surrounded and animated by an open-minded team of 60 dedicated caretakers whose personalities make all the difference and make our services the reason people come to Silversquare.
Silversquare team is the heart of the system. Professional, spirited, and dynamic, they harmonize and foster the spirit of the spaces.

Pleasure and having fun at work has an important place in our daily life. Because yes, we work hard, but we also enjoy sharing a drink during our after-works and get-togethers!

We are looking for an entrepreneur at heart, full of ambition, who knows how to take ownership of his projects. Someone who knows how to create opportunities and make them happen. Someone who is commercial and welcoming, someone who is fun and lively, who knows how to listen to understand his client's needs. Someone who dreams of carrying out a project from A to Z, in collaboration with his team. You will be a team of 2 Office Managers embodying the heart and soul of your coworking space. 

Together you will have full ownership of the day-to day operations. Office Manager, a.k.a. “OM”, could also be the initials of “Operational Magicians”. You will make the magic happen in your coworking! 

MAIN RESPONSIBILITIES

• Bringing a smile to all members and visitors 
• Creating a warm and welcoming environment & ensuring outstanding customer service 
• Managing community, developing member relationships (by organizing local events, networking opportunities…) and hosting and coordinating member gatherings 
• Handling members’ mail and reception services (accepting packages, sorting mail, welcoming clients…) 
• Handling complaints and resolving member issues in collaboration with support teams, partners and providers (IT, logistics, maintenance…) 

In complement you will have the following shared responsibilities 

• Onboarding new members 
• Ensuring communications across the coworking, newsletters and social media channels 
• Ensuring outstanding customer service and work environment 
• Reviewing the contracts in accordance with the compliance policy 
• Managing invoicing (create invoice and credit notes, verification of the bill run (fees and membership) before sending the invoices) Monitoring and dealing with billing requests in a timely manner 
• Managing meeting rooms & event space bookings, coordinating with partners on client needs (catering, additional services…) and ensuring a smooth setup on the day of the event 
• Compliance 
• Contributing to continuous improvement of our services 

• Fluent in French and English, German and/or Luxembourgish are an Add-on 
• Vibrant personality 
• Very Social and people-oriented 
• Strong verbal communication skills 
• Service-minded and community-focused 
• Team player 
• Ability to work independently 
• Multitasking and organizational skills 
• Hands-on mentality 
• Proactive 
• Strong ability to handle pressure 
• Flexible 
• Open to innovation and outside the box thinking 
• Attention to details 
• Ability to work with Microsoft Office tools