Facilities Reception and Logistics Assistant for the EU Agency AMLA in Frankfurt am Main – Interim/Zeitarbeit

We are looking for a Facilities Reception and Logistics Assistant (M/F/D) for a multinational client in Frankfurt/Main, the EU Agency Authority for Anti-Money Laundering and Countering the Financing of Terrorism AMLA.

Client:

• The Authority for Anti-Money Laundering and Countering the Financing of Terrorism (AMLA) is a decentralised EU agency that coordinates national authorities to ensure the correct and consistent application of EU rules. The aim of the EU Authority is to transform the anti-money laundering and countering the financing of terrorism (AML/CFT) supervision in the EU and enhance cooperation among financial intelligence units (FIUs).
• At the AMLA you can become part of an international and multicultural team presently in its set-up phase.

 Main tasks:

To provide operational and logistical support to the Building and Facilities Team at AMLA, facilitating day-to-day office management activities and supporting coordination related to front-office and daily operational support and small facility tasks. The role focuses on facilities-related support, liaising with MesseTurm Facility Management and external contractors, and assisting in organising logistics for meetings, workshops, and contractor visits/deliveries. In addition, the role includes monitoring the Facility Management functional mailbox and providing occasional support for special requests such as parking arrangements and emergency and fire protection procedures.

1. Front-office and daily operational support

• Ensure reception/front-desk coverage on-site, dealing with catering organization, welcoming visitors, handling calls/emails incl. FMB, coordinating requests for badges/access, and acting as the first point of contact for service providers.
• Support day-to-day small facilities tasks, including meeting room readiness checks/preparation, common areas/kitchen oversight (incl. inventory follow-up), logging/triaging requests, and coordinating minor interventions with contractors and MesseTurm Facility Management (WISAG ticketing system).
• Perform front-office tasks, including monitoring and managing the Facility Management functional mailbox and responding/triaging requests.
• Provide first-line support for Building & Facilities requests (clarifications, follow-up, closure) and maintain action trackers (open points, deadlines, responsible parties).
• Liaise with MesseTurm Facility Management to coordinate minor repairs, follow-ups and maintenance-related tasks.
• Coordinate and provide access to contractors (technical, cleaning, catering, postal services, etc.) for works/small interventions; welcome contractors/guests
  and accompany them within the building as needed.
• Assist with minor operational activities (e.g., small repairs, removal/moving of office furniture as needed).
• Coordinate the delivery and distribution of office supplies.
• Oversee/coordinate the delivery, placement and basic distribution/installation of furniture and office equipment; collect delivery notes, report damages/issues, and support basic stock organisation.

2. Logistical coordination for meetings, workshops and visits

• Assist in organising logistical arrangements for meetings, workshops, and site visits involving external service providers (e.g., furniture suppliers, contractors).
• Request visitor badges and coordinate access for external participants; assist with parking arrangements for external visitors/contractors.
• Secure meeting rooms and arrange necessary equipment, ensuring logistical readiness (incl. optional support to check setup and equipment availability).
• Monitor and coordinate meeting room bookings and readiness for scheduled events; coordinate the reservation of external meeting rooms/conference facilities when required.
• Coordinate site tours or inspections with MesseTurm Facility Management upon request.

3. Support to moves, incoming staff and space-related operations

• Assist in managing activities related to incoming staff (e.g., badges, name plates, basic workspace readiness and allocation support).
• Support space allocation operations and coordinate practical arrangements linked to desk changes/internal moves.
• Assist in coordinating activities related to AMLA’s move into new office floors and related on-site logistics.

4. Project support, documentation and compliance follow-up (support role)

• Support basic documentation upkeep (floor information, contact lists, procedures, quick guides) and draft practical internal communications to staff based on guidance from the team lead.
• Assist in communication of the Fire-Protection and Emergency Plan and provide occasional support on emergency/fire protection-related arrangements.
• Assist in implementing health and safety measures (e.g., first aid courses, evacuation exercises, hygienic controls) and support follow-up after minor issues/incidents (logging, coordination with providers, closure confirmation).
• Support administrative preparation and tracking for low-value procedures/call-offs (collecting inputs, compiling supporting documents) and maintain simple trackers for services/interventions (status, issues, next steps).

Qualifications:

Essential: Completed secondary education and/or post-secondary education (or equivalent) in office management, logistics, facilities support, or a comparable field.
Advantageous: Additional certification in facilities/logistics/office operations, or demonstrated equivalent professional training.

Professional Experience:

Essential: Minimum 2 years of relevant experience in office operations, facilities support, workplace logistics, service coordination, or a similar support role.
Advantageous: Experience with office moves/fit-outs, building service coordination, or work in an international/public/institutional environment.

IT Skills:

Essential: Very good working knowledge of MS Outlook, Word, Excel, Teams; ability to manage trackers and follow-ups; basic knowledge of SharePoint.
Advantageous: Experience with basic reporting/tracking (e.g., Excel dashboards), publishing and maintaining SharePoint content/pages, reading floor plans (PDF/CAD viewer), or ticketing/work-order tools.

Language Skills:

Essential: English (working proficiency; able to communicate clearly in writing and orally with internal stakeholders and service providers).
Essential: German (working proficiency; min. B2 level, able to communicate clearly in writing and orally with internal stakeholders and service providers).

Other skills and competences:

Essential:

• Strong organisational skills and follow-up discipline; ability to manage multiple requests in parallel.
• Service-minded and solution-oriented approach; clear and proactive stakeholder communication.
• High on-site presence and availability: ability and willingness to be in the office, as tasks are predominantly on-site (e.g., coordinating deliveries, supervising/ escorting repair works, and supporting day-to-day operational needs).
• Comfortable with frequent interpersonal interaction: confident in speaking with a wide range of stakeholders (contractors, MesseTurm Facility Management, and AMLA staff), handling requests professionally and proactively.
• Ability to work with deadlines and keep accurate records (inventories, trackers, basic documentation).
• Discretion and reliability (handling internal operational information).

Advantageous:

• Practical understanding of workplace/facilities topics (access, meeting rooms, minor interventions, deliveries).
• Comfortable supporting on-site operational tasks during peak periods.

Remuneration:

• Above market level salary
• German interim employment contract (Zeitarbeitsvertrag/Arbeitnehmerüberlassung)

Location: Frankfurt/Messeturm

Start date: 1. March 2026, approx.

End date: 9 months

Please send us your CV at:  jobs@infeurope.lu

infeurope S.A. represents a consortium of infeurope Luxembourg and DEKRA Arbeit GmbH, Stuttgart.