Office Coordinator (60-80%)

Your challenge

As an Office Coordinator, your main focus is to manage the daily office operations, ensuring everything runs smoothly, and to foster employee engagement. From coordinating with suppliers to overseeing facilities and supporting our local employees, you will be the go-to person for all office-related matters. You will also collaborate closely with multiple teams across the company, since you will be the local point of contact for global teams based in Belgium (HQ), such as finance, HR, ICT and marketing.

At the moment, we are looking for someone to work 60-80% (spread over 3 or 4 weekdays). There is a possibility of the hours increasing in the future.

You are responsible for:

• Ensuring all employees have a comfortable and productive office environment.
• Managing and coordinating office maintenance, overseeing facility services and cleaning.
• Ordering and managing office supplies and commercial materials (job and trade fairs).
• Managing suppliers and vendors; negotiating contracts, managing budgets and if needed researching new vendors to provide services.
• Revising suppliers’ invoices and managing office expenses in collaboration with the finance team.
• Managing travel arrangements for your colleagues.
• Ensuring implementation of health and safety policies, coordinating and following up on risk prevention actions.
• Coordinating job fairs and networking with universities.
• Assisting in the onboarding of new employees, preparing workstations, coordinating with our ICT and HR team, welcoming new employees, providing office orientation, ensuring new colleagues settle in well.
• Organizing team events and company activities, and monitoring budgets.
• Driving employee well-being programs and foster a positive workplace culture.