Administrative Assistant - Facility Management

We are a Family Office, developer, owner, and manager of our private real estate portfolio, composed of residences, historical properties, and administrative and commercial buildings hosting renowned tenants and leading companies. Our mission is to ensure the preservation, enhancement, and sustainable management of this heritage by offering a demanding level of service, based on discretion, excellence, trust, and attention to detail. As part of the development of our Facility Management department, we are looking for an experienced, organized, and autonomous Operations Administrative Assistant to support the structuring of our Family Office. Within our Family Office, you will work in close collaboration with the Facility Management Manager as well as the Technical Assistant, in an environment where versatility, confidentiality, and team spirit are essential. This position represents a unique opportunity to actively participate in the creation and organization of a rapidly evolving Facility Management department. Your main responsibilities: In close collaboration with the Facility Management Manager and the Technical Assistant, you will provide administrative, organizational, and documentary support to the Facility Management department of our Family Office. In this capacity, your main responsibilities are as follows: Ensure the daily administrative follow-up of the Facility Management department's activities. Manage Helpdesk requests, work orders, and the administrative follow-up of interventions. Participate in the follow-up of projects, works, maintenance, and service providers, in coordination with the Facility Management Manager. Ensure the administrative follow-up of quotes, orders, contracts, invoices, claims, and purchases. Organize meetings, write minutes, and ensure the follow-up of actions. Manage mail, filing, archiving, and the updating of administrative and technical property files. Participate in inventory management and the documentary follow-up of the heritage. Structuring of the Family Office: Beyond administrative support, you will actively participate in the structuring of the Facility Management department. We are looking for a person capable of organizing, creating, and maintaining clear and lasting documentation, notably through: the structuring of administrative and technical property files; the implementation of efficient filing and archiving methods; the creation and improvement of procedures, dashboards, and monitoring tools; digitalization and continuous improvement of administrative processes. You will be a true support to the development of the department and will actively contribute to the implementation of a sustainable and high-quality organization. Profile sought: Training in real estate management, administration, or equivalent. 3-5 years of experience in a similar administrative function, ideally within a Family Office, a real estate company, a property management firm, or a technical environment. Excellent command of French and English, both spoken and written. Proficiency in German is an asset. Excellent writing skills and perfect mastery of Microsoft Office 365 tools. Knowledge of an ERP, a GMAO, or management software (Odoo) is an asset. Experience or a strong interest in documentary structuring, administrative organization, and continuous process improvement. Rigorous, organized, discreet, proactive person with an excellent sense of service. Ability to manage multiple files simultaneously with rigor, while respecting priorities and deadlines. Excellent interpersonal skills and ease in exchanges with internal and external stakeholders. Ability to work autonomously while collaborating closely with management and team members. Versatility, adaptability, and the desire to actively contribute to the development and structuring of our Family Office.