Facility Officer

It’s never been a more exciting time to join Vistra. 

At Vistra our purpose is progress. We believe that our clients have the power to change the world and to do great things for global progress, and we exist to remove the friction that comes from the complexity of global business – to help our clients achieve progress without friction. 

But progress only happens when people come together and take action. And we’re absolutely committed to building a culture where our people can do just that

We have an exciting opportunity for you to join our team as Facility Officer. Reporting to the Head of Serviced offices & Facility Management, this full-time and permanent position is based in Luxembourg and offers regional coverage, allowing you to make a significant impact to our Facilities, Property, Procurement & Cost Optimisation team and its’ growth.

Purpose of Role :

• The Facility Officer is responsible for ensuring the safe, efficient, and compliant day-to-day operation of Vistra’s building and workplace environment. The role exists to provide high-quality facilities services that support employees, visitors, and business activities, while maintaining a positive, secure, and well-organized workplace.
• Acting as a primary point of contact for all facility-related matters, the Facility Officer ensures that building operations, safety and security systems, supplier services, and workplace infrastructure function smoothly and in compliance with regulatory and internal standards. The position also plays a key role in supporting employee experience, on boarding, sustainability initiatives, and continuous improvement of facilities processes.
• Through proactive management of maintenance, safety, administration, and stakeholder coordination, the Facility Officer contributes directly to operational continuity, cost control, risk mitigation, and overall workplace effectiveness.

Scope :

Role is responsible for the coordination of workplace and facilities operations to ensure a safe, compliant, and efficient working environment. The role acts as a central point of contact for facility services, supporting business continuity, employee experience, and ongoing operational improvement.

 Key Responsibilities:

As a Facility officer, you will be responsible for the smooth day-to-day operation of the building and for delivering high-quality facilities services that support employees, visitors, and business activities. You will act as a key point of contact for facility-related matters, ensuring safety, efficiency, and a positive workplace experience.

Security, Safety & Compliance:

• Manager building access rights, printer permissions, and access card reporting and inventory
• Create, update, and monitor access authorizations
• Oversee building alarm systems and coordinate with security guards
• Coordinate fire wardens and support emergency preparedness initiatives
• Ensure compliance with health, safety, and security regulations
• Coordinate mandatory safety inspections, audits, and periodic checks
• Maintain safety documentation and support emergency drills and incident follow-up

General Administration & Supplier Management:

• Manage procurement of supplies required for building operations
• Coordinate and manage relationships with external suppliers and service providers
• Supervise the cleaning team and ensure service quality standards are met
• Handle invoicing, follow-up, and basic cost tracking
• Manage parking allocation
• Maintain lease car information, fuel cards and related records
• Manage mobile phones, SIM card inventory, and allocation

Building & Workplace Management:

• Ensure general maintenance and proper functioning of the building and equipment
• Implement and follow-up on preventive maintenance plans
• Assist with office moves, workspace setup and internal relocations
• Manage substance offices (contract management, relationship with tenants, office setup)
• Respond to ad hoc facility requests
• Support workplace organization and space allocation

Employee Support & Continuous Improvement:

• Act as the main point of contact for employees regarding facility-related requests
• Assist with the onboarding of new joiners
• Coordinate with the Reception team, HR, IT, Finance, Legal and other internal stakeholders when required
• Proactively identify opportunities to improve safety, comfort, sustainability and efficiency
• Support environmental and sustainability initiatives (waste management, energy efficiency, etc)

Maintain accurate facility records, documentation and reporting

Attributes / Technical Skills :

• High school diploma or equivalent experience in a similar facilities-related role
• Technical background or hands-on technical knowledge is an asset
• Strong organizational and communication skills, with the ability to meet tight deadlines
• Proactive, flexible, and service-oriented mindset
• Ability to manage multiple tasks simultaneously and prioritize effectively
• Strong attention to detail and problem-solving skills
• Ability to work autonomously while collaborating with multiple stakeholders
• Discretion and respect for confidentiality
• Fluent in French and English; additional languages are an asset

 Relevant Experience :

• Minimum of 2 years’ experience in a similar facilities-related role

If you are excited about working with us, we encourage you to apply or have a confidential chat with one of our Talent Acquisition team members. Our goal is to make this a great place to work where all our people can thrive. We hope you join us on this exciting journey!