Scanning & Filing Clerk

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 Scanning and Filing Clerk which is part of Our Payments Team Unit. Reporting to the Head of Payments, this full-time and permanent position is based in Luxembourg and is fully office based.  

If you would like to join an exciting and vibrant organisation, where you will work closely with other talented people, be supported in your professional development, and share our passion and our values, please apply.

Key responsibilities:

• Provide administrative and secretarial assistance to the teams (Payments team, Private Equity, Real Estate, Capital Market, Corporate and private clients where applicable) and to all units as applicable within Vistra as a whole
• Process incoming correspondence by mail and from operational teams with regards to the scanning and filing of client documentation
• Morning mail sorting at the reception.
• Keep physical and digital client files up to date. Ensure that all pages of client documentation are scanned and filed correctly in the system through means of the naming convention.
• Keep all internal mailing lists up to date and inform various stakeholders of any changes that might affect their receipt of daily mails
• Liaise with the operational teams (by mail) daily to confirm the documents have been placed in the system correctly
• When required, assist with external requests by providing necessary documentation to the operational teams
• Record the working hours/client in the time billing system
• Understand the various services that we provide
• Build up in-depth knowledge of all portfolios of clients we hold.
• Ensure that all TAX/VAT documentation are distributed timely and accurately to the various team.
• Have an eye for details to identify key potential issues within the scanning team and resolve them spontaneously.
• Identify key risk documents and take needed steps to mitigate errors
• Keep all Scanning team SOPs up to date and follow up on relevant information to maintain all files within the scanning team
• Work autonomously and same time as a team where applicable and take proactive steps to ensure scanning team activities are running smoothly across board.
• Ready to take other ad hoc activities that come with the job

Key requirements/experience:

• Minimum High school diploma and/or secretarial/administrative experience
• Between 1 to 2 years of experience
• Good communication skills
• Strong organizational skills that reflect the ability to perform the job with a methodical approach
• Proactive and flexible with a client service orientated attitude
• Ability to deal with multiple tasks requested at the same time
• A good command of English Language any other language is a Plus
• Well-coordinated and client-oriented attitude
• You have MS office skills (Word, Excel and Outlook); you can work independently as well as within a team,
• You demonstrate excellent communication and organizational skills to meet tight deadlines.

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!