Office Coordinator

Office Coordinator

FIA - Fédération Internationale de l'Automobile - Region I

Brussels, Belgium

We are seeking an Office Coordinator to ensure the smooth running of our office, handling administration duties and office procedures.

Tasks and responsibilities

The Office Coordinator is the main point of contact for suppliers, the building owner, and our 10+ staff members. You will work closely with the Director General and Management Team to ensure efficient office operations:

• Provide administrative and basic financial support for outsourced accounting (scanning and filing invoices, checking expenses, following up on budget lines, supporting with quarterly reports, processing payments via online banking) and social secretariat tasks.
• Serve as the primary contact for maintenance, mailing, suppliers, IT equipment, building owner, IT companies, and building management.
• Negotiate and renew contracts with suppliers, ensuring the office can perform its duties effectively, including welcoming visitors and members.
• Support with travel arrangements and events, both on-site and potentially abroad, and organize team moments (meetings, team-building activities, etc.).
• Assist with the recruitment and onboarding of staff and interns.

Who are we looking for?

• At least 5 years of experience in an administrative role, such as Office Coordinator, Front Office Manager, or Administrative Assistant.
• Solid knowledge of office administration systems and procedures in Belgium.
• Proficiency in MS Office and a “can-do” attitude.
• Strong attention to detail and excellent problem-solving skills.
• Excellent verbal and written communication skills in English and either French or Dutch.

The ideal candidate will be highly organized, diplomatic, and able to thrive in a multicultural environment.

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