Office and Facilities Coordinator

Office and Facilities Coordinator

Bruegel

Brussels, Belgium

Deadline for applications: 11^th of June 2023 (23:59 CET)
Type of contract: Full-time one-year contract that may become permanent (renewable).
Expected starting date: as soon as possible.

Bruegel is recruiting a skilled Office & Facility coordinator, whose role will ensure the smooth running of our Brussels-based office's daily operations and maintain the long-run building efficiency.

To fulfil this role, the Office & Facility coordinator will work closely with the members of the different departments to collect their needs and will therefore be the contact person for office-related matters.

Bruegel is a European think tank working in the field of international economics. Established in 2005, Bruegel is independent and non-doctrinal. Its mission is to improve the quality of economic policy with open and fact-based research, analysis, and debate. We are committed to impartiality, openness, and excellence. Bruegel’s membership includes EU Member State governments, international corporations, and institutions. For more information about Bruegel, please consult: www.bruegel.org.

MAIN RESPONSIBILITIES

Under the supervision of the Head of Finance & Operations, the Office & Facilities Coordinator performs the following core tasks in coordination with the other team member(s).

Your tasks are split between operations and facility management, approximately 60% and 40%, respectively and include – but are not limited to:

Office coordination:

• Welcome and assist guests and visitors, handle incoming calls and other communications;
• Be the contact person for general requests i.e. address them or redirect them to the concerned staff member;
• Coordinate and manage travel request processes;
• Maintain office procedures and implement new ones to improve office efficiency;
• Process credit cards reports and monitor office budgets;
• Organise internal events/meetings (professional lunches or dinners, retreats…) organisation;
• Perform general office clerk duties and errands;
• Supervise the work of subsequent Operations team member, if required.

Facility management:

• Coordinate office space allocation and booking and prepare meeting rooms;
• Ensure common basic facilities are ready to use daily;
• Monitor office supplies inventory and place orders;
• Maintain relationships and contracts with external stakeholders and service providers;
• Oversee office building projects and renovations;
• In coordination with the internal Prevention advisor, ensure facilities meet the legal requirements (energy, health and security).

GENERAL REQUIREMENTS

The ideal candidate holds a bachelor’s degree in office management, business administration, or related fields and possesses at least two years of proven experience in a similar position.

Fluency in spoken and written English, as well as in French and/or Dutch, is necessary.

The candidate should demonstrate strong organisational skills (multi-tasking and time management) and stress resilience. The applicant works autonomously, shows great initiative, and is resourceful in achieving their goals. Reliability and discretion are also desired.

APPLICATION PROCEDURE

To apply for this position, please carefully follow the below instructions:

Send an email to recruitment@bruegel.org - your email must contain the following:

• A CV and a cover letter (in English) in one single PDF document (merged);
• The subject line of the email: “Applicant’s name_Office & Facilities coordinator”.

Applications that do not meet these requirements will not be considered.

The application deadline is on the 11^th of June 2023, at 23:59 (CET). Interviews will take place in the following week(s).

Disclaimer: due to the large number of applications usually received, we are unfortunately unable to reply to all applicants. Only shortlisted applicants will be contacted within a few weeks.

Bruegel is committed to ensure equal opportunities and treatment for all, by ensuring that no job applicant receives less favourable treatment on the grounds of race, colour, nationality, religion, ethnic or national origins, gender, marital status, caring responsibilities, sexual orientation, disability, or chronic illness.

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