Office Assistant

Office Assistant

Parkwind

Ostend, Belgium

Your Role

• Greet and assist visitors in a professional and friendly manner, ensuring a welcoming experience;
• Ensure the application of the office security policy and help oversee the management of the badge access system;
• Set up meeting rooms, organize materials, arrange refreshments, and ensure all necessary equipment is available;
• Sort, distribute, and prepare mail and packages for dispatch;
• Monitor and order office supplies, ensuring the office remains well-stocked;
• Support the upkeep of the office by coordinating facility-related needs such as arranging repairs, liaising with building management, and ensuring that the office environment is clean, safe, and well-maintained. Communicate with vendors for office maintenance services (cleaning, repairs, utilities) and assist in managing service schedules to minimize disruptions;
• Provide administrative support to the team to ensure efficient office operations and a well-organized work environment;
• Assist with onboarding new employees, organizing welcome materials, and providing office tours;
• Help coordinate employee events like team lunches, birthdays, or celebrations.

Job requirements

Your Profile:

• You have a strong ability to manage multiple tasks, maintain order, and ensure accuracy in all aspects of work;
• You are able to communicate clearly and professionally with team members, clients, and visitors, both in-person and through email or phone;
• You are welcoming, making visitors feel comfortable and supported;
• You handle sensitive documents with confidentiality;
• You collaborate well with colleagues, maintaining a positive, proactive, and "can-do" attitude;
• Microsoft Office is second nature to you, and you’re comfortable with other office software tools, ready to learn new systems if required;
• You are comfortable working with technology, such as meeting room systems.

Previous experience in administrative or office support roles would be nice but is not required.

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