Office Manager (m/f)

Urgently looking for a dynamic & polyvalent office manager in Brussels!
Brussels - Centre



Job description

Office management

  • Manage the day to day operations in office (post, invoices, petty cash)
  • Order office supplies & equipment as needed and aligned with the budget
  • Manage the meeting rooms
  • Answer incoming calls
  • Liaise with local suppliers/contractors
  • Welcome clients & visitors, organise taxis, etc
  • Ensure filing systems are maintained and current
  • Ensure global group procedures are put in place and respected
  • Responsible for developing and implementing (Brussels) office procedures/ guidelines for employees
  • Maintain a safe and secure working environment
  • Keep database up to date (clients/ prospects/suppliers)

Finance & HR support

  • Process incoming invoices & liaison with Finance team in Dublin
  • Update business development pipeline document
  • Produce monthly productivity reports (monthly hours + specific client hours)
  • Manage subscriptions
  • Keep track of holidays & sick leave and report to Finance monthly

Team / internal communications

  • Gather information across offices and send out internal weekly newsletter
  • Organize arrival + training of new staff members (Welcome check-list, Replicon, Phones, SharePoint)
  • Organize and schedule team meetings
  • Organize occasional staff events (Staff activities, training sessions, Christmas party, leaving drinks
  • Renew European Parliament badges


  • Point of contact for issues with company's housing 

Client work

  • Client events (Find venues depending on numbers of participants/ location, send invitations + manage RSVP, organise catering for meetings/events, set up meeting rooms, clear up meetings rooms)
  • Administrative support in client accounts (set up meetings, client contact, reporting, venues.

Your profile

  • Professional telephone manners
  • Excellent spoken & written level in English, with very good level in French. Other EU languages assets
  • Team spirit
  • Analytical and problem solving skills
  • Effective verbal and listening communications skills
  • Good computer skills
  • Stress and time management skills
  • Proactive approach, able to work independently and in a team
  • Must have a strong sense of integrity and discretion as will have access to confidential and personal information

What we offer

Full-time permanent contrat to start as soon as possible

Good to know:

  • Young, dynamic and international working environment
  • Attractive salary package (dependent on experience and qualifications)



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