Front Desk HR Officer

at  Universit du Luxembourg

The University of Luxembourg is an international research university with a distinctly multilingual and interdisciplinary character.
Created in 2003, it strives today to meet tomorrow’s major societal challenges, by nurturing an interdisciplinary approach and international outlook, investing in scientific quality and innovation, as well as offering personalised and multilingual teaching. The institution places particular emphasis on research with impact. To achieve this goal, its research priorities focus on digital transformation, medicine and health, as well as sustainable and societal development.
The University invests in its knowledge and technology transfer through an attractive intellectual property policy and numerous partnerships. 7,500 students are enrolled at Uni.lu, of which 1,000 are doctoral candidates. With 300 professors, students have privileged access to world-renowned expertise.
Times Higher Education ranks Uni.lu 20th in the Young University Ranking 2024 and among the top 250 universities in the world.

We are looking for a pleasant Front Desk HR Officer to undertake all receptionist and clerical duties at the desk of our HR main entrance. You will be the “face” of the HR Department for all Employees and visitors and will be responsible for the first impression we make.
The ideal candidate will have a friendly and easy-going personality while also being very perceptive and disciplined. You should be able to deal with complaints and give accurate information. A customer-oriented approach is essential.
The goal is to make employees, guests and visitors feel comfortable and valued while on our premises.
Although not limited to, your main responsibilities will include:
✓ Keep front desk tidy and presentable with all necessary material (pens, forms, paper etc.)
✓ Greet and welcome employees, guests or visitors
✓ Act as first point of contact for employees for all HR related questions
✓ Answer questions and address complaints
✓ Provide excellent administrative support and customer service to internal staff and clients
✓ Maintain accurate time management records (holidays, sick leaves, any other absences)
✓ Strongly support the rest of the HR Admin team by providing reliable data for payroll execution
✓ Follow-up with public institutions on HR related topics (sick leaves, occupational check-ups of Employees, etc)
✓ Answer all incoming calls and redirect them or keep messages
✓ Receive letters, packages etc. and distribute them
✓ Prepare outgoing mail by drafting correspondence, securing parcels etc.
✓ Check, sort and forward emails
✓ Check and formulate accurate and timely responses to HR tickets received
✓ Monitor office supplies and place orders when necessary
✓ Keep updated records and files
✓ Take up other duties as assigned