Office Administrator (part-time)

Reference: 10034735 Brussels Open-ended Selection & Interim

Description

• You greet and assist visitors, providing them with a positive first impression of the office.
• You oversee the scheduling of room bookings, ensuring availability for meetings and events.
• You support Executive and Management meetings by arranging catering services for food and beverages as needed.
• You handle communications at the reception desk, managing phone calls and email inquiries, and directing them to the appropriate internal resources.
• You maintain a clean and organized environment in meeting and reception areas, ensuring they are always presentable.
• You manage inventory of office supplies and consumables, including coffee, tea, paper, cartridges, and stamps, restocking as necessary.
• You serve as the primary contact for local service providers, fostering relationships related to contracts for services such as mail, cleaning, and maintenance.
• You ensure essential facilities, such as water supply, heating, and air conditioning, are functioning properly and well-maintained.
• You foster a positive workplace culture by creating and displaying information, guidelines, and office rules for colleagues.
• You act as the public-facing representative for external calls and visitors, liaising with landlords and local businesses to maintain the office's operational functionality.
• You collaborate with relevant stakeholders to keep operational resiliency plans, including emergency and business continuity plans, current and compliant with Health & Safety regulations.
• You collect, manage, distribute, and frank mail on a daily basis in a timely manner.
• You maintain organized files and documents, ensuring proper archiving or confidential disposal.
• You manage invoices by sending them to the Accounts Payable department, monitoring payments, archiving records, and completing forms for new vendors.
• You facilitate the onboarding process by coordinating with various departments to establish access needs based on job functions.
• If needed, you serve as the point of contact for local regulatory agencies, coordinating between compliance, legal, and branch management to ensure adherence to legal and compliance requirements.
• You coordinate with the Marketing team for updates to local website content on a monthly or quarterly basis, ensuring all information is accurate and marketing materials are current.
• You collaborate with the Branch Manager and/or Distribution Manager to support the preparation of internal and external events.

• Calculate your travel time
  Starting point

  Departure time

  Calculate

Your profile

• Strong proficiency in both English and the local language as necessary for effective communication.
• Advanced competency in using Microsoft Office applications, specifically Word, Excel, and Outlook.
• Effective interpersonal skills paired with strong communication capabilities.
• Exceptional attention to detail coupled with strong organizational abilities.
• Demonstrated capacity to juggle multiple responsibilities and manage time effectively, with a knack for prioritizing tasks efficiently.
• A team-oriented mindset, showing initiative and proactivity in their work.
• Solid understanding of all pertinent regulatory and legal standards relevant to the role.

Offer

• Monthly salary indication: € 2501 - € 3500
• A part-time position that entails working 50% of a full-time schedule over three days, totaling 17.5 hours each week, which breaks down to approximately 6 hours per day.
• A permanent employment contract to ensure job stability.
• A meal allowance to support your on-the-job dining needs.
• A comprehensive insurance package to safeguard your well-being and provide peace of mind.

Apply How can I help you?