Office Assistant

Our client, a leading european firm, is actively looking for an Office Assistant. Our client is very flexible and is open to offer you a part-time or a full-time contract.
In this role, you will work in close relation with the office manager and report to the director.

Description

General office
  • Answering phone calls.
  • Assist Lawyers in document preparations.
  • Handle bookings for restaurants or caterers.
  • Sending purchase invoices to Accountants (scanning and uploading on cloud) + coordinate.
  • Outgoing Mail requests from Lawyers: preparation of letters and envelopes:
  • Undertake local business marketing tasks
  • Ensure that office is informed for potential traffic/public transportation issues (check related news).
Travel-related things for Brussels people
  • Coordinate with Travel Management Team in Munich in relation to contracts and suppliers.
  • Taxi Bookings
  • Flights
  • Trains
  • Hotels
  • Preparing Expense forms with underlying tickets for reimbursement
  • Booking guest office inhouse
Meeting and Guest Coordination:
  • Arrange Taxi transfer to and from airports.
  • Prepare guest offices.
  • Set up meeting rooms for various events.
  • Manage Hotel/apartment accommodations.
  • Handle Lunch arrangements and coordinate with lawyers regarding scheduling.
  • Reset and clean up after meetings.
  • Organise and liaise with coordinator from Germany for internal office events.
Ordering/Purchases of Office Supplies:
  • Procure cleaning materials.
  • Manage the ordering of stationaries and other supplies.
  • Coffee and other drinks.
  • Liaise with washing company.
  • Handle acquisition of IT materials and Assets (laptops, mobile phones, headphones etc.)
  • Liaise with Garbage and Recycling company for pickups.
IT materials maintenance:
  • Configure and assist in onboarding and installing IT materials for new hires.
  • Resolve server issues and coordinate with IT (include out-of-office hours).
  • Diagnose and resolve issues with workstations of local staff and coordinate with IT if need be.
  • Liaise with local service providers (i.e. mobile phones/internet and phone providers).
  • Resolve connection issues with mobile phone or data SIM and coordinate with provider.
  • Troubleshoot and maintain printers and scanners.

Your profile

  • Fluent in English and German with an understanding of French or Dutch.
  • Bachelor degree in Office managament, languages or every related field.
  • Experience in a similar position.
  • Discrete, communicative and organized.

Offer

Our client offers you a permanent contract (full-time or part-time) and:
  • Monthly salary indication: less than € 4500
  • A varied range of tasks in a communicative environment and an open-minded team;
  • An attractive, performance-oriented salary;
  • Flexible working hours;
  • A vibrant workplace in a central and very accessible location in Brussels;
  • Benefits such as meal or shopping vouchers, attractive family health insurance and pension insurance, travel allowance and much more.

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