Office Manager

Our client is a secretariat of a European mobility network located in Ixelles and easily accessible by public transport.

The Office Manager keeps the office running smoothly by carrying out a range of administrative, financial and managerial tasks. The purpose of this role is to support, manage and lead the daily operations in accordance with local/national regulations and the values and objectives of the organisation and by providing efficient financial, human resources and administrative services for the office. The position includes office management, human resource and accountancy

HR

• Plan annual days of leave and record them, send reminders to staff and organise bank holidays replacements
• Prepare contracts for staff and interns and securely maintain and record documentation (contract, references, etc.)
• Ensure all staff are registered on joining our client and enrolled in benefits schemes with appropriate records kept. Ensure that our client is compliant with Belgian Health & Safety legislation Undertake other duties as requested by the director

Office Management

• Overall responsibility for office administration
• Manage and supervise daily office operations, including maintaining office supplies, equipment, and premises
• Logistical support for training, events, working groups and meetings
• Control/create the service contracts when necessary and deals with contracts and suppliers
• Implement and maintain administrative and legal procedures and organise and stores records adequately (digital records)
• General administrative support: greet visitors, handle incoming calls, forward emails/correspondence to relevant staff

Financial and Accounting

• Make sure the eInvoice system (Peppol) works and liaise with our partners, etc. to implement the system.
• Process invoices and prepare payments according to our client's internal procedures and legal requirements
• Liaise with the accountant and auditor and make sure our client complies with its legal and regulatory requirements (VAT declarations, audits, etc.) 

Qualifications and Experience

• Relevant qualification in office management is essential (for example, Bachelor or higher in office management, business administration and other relevant qualifications)
• Professional experience in a similar role (office manager, office administrator, etc.)
• Ability to communicate fluently in both languages English and French or English and Dutch (speaking and writing).
• Up-to-date knowledge of Belgian employment and ASBL legal obligations
• Keeping up to date with regulatory or statutory changes and policies that might affect the organisation.
• Strong organisational and administrative skills
• Attention to detail Excellent communication and interpersonal skills
• Reliability and discretion and the ability to maintain high-level of confidentiality
• Proficient in using office software, including Microsoft Office Suite
• Basic accounting skills and budgeting skills Capacity to manage processes and develop standards
• Supervision / Inventory control and promoting process improvement
• Ability to manage multiple demands and priorities and problem-solving skills
• Ability to look forward, anticipate needs, and plan accordingly
• Ability to maintain a high degree of professionalism in all circumstances