Office Manager

Office Manager

Ebury

Brussels, Belgium

As Office Manager, you will be the ‘heart and soul’ of the team, responsible for ensuring that everything runs smoothly and your colleagues have everything they need to succeed. Working closely with the Country Manager and the HR team, this is a varied and interesting position that requires someone with a flexible, proactive and supportive approach. Cultural fit is hugely important as you will be interacting with the team daily; therefore, we are looking for someone who is hard-working and can put forward ideas by observing what is working well and what is not. In this role, you will report directly to the Head of Global Business Services and your main stakeholder will be the Country Manager.

In this role, you will provide a focal point for our front-of-house and office operations, ensuring the provision of a world-class office experience for our people and guests. You will deliver outstanding assistance to Ebury's +40 employees and visitors daily.

What you’ll do

• Office management:
  • Deliver a first-class workplace experience for our employees, both office- and home-based workers, and for guests of our offices;
  • Managing the primary inbound communication channels and correspondence, including phone calls, mailboxes and physical packages;
  • Assist in the planned and ad hoc maintenance and upkeep of the premises and equipment, including the required safety checks, liaising with contractors as required;
  • Assist in the effective running of facilities contract services, including: building maintenance, purchasing, post room, security, cleaning, waste management, stationery, plants, coffee machine, pest control, environmental and building consultancy services;
  • General office management duties including meeting room management and conference call facilitation, administration tasks like invoices, supplies and stock management of office supplies, business card administration, company merchandise, monthly office social events, summer/Xmas parties, and engagement activities,courier bookings, etc.;
  • Support ad hoc HR task;
  • Moves and project coordination;
  • Opening/Closing offices;
  • Organise parties and after-work events, and prepare a monthly newsletter;
  • Collaborate in supporting Marketing events.
• Health & Safety:
  • Assist in the duty of care, health and safety programs with comprehensive policies and practices for the office- and home-based workers;
  • Assist with all relevant Health & Safety staff training as necessary.
• Travel:
  • Assist with ad-hoc travel booking requirements for ExCo members, where required.

What you’ll need

• Demonstrable experience in office administration and/or receptionist in a corporate environment, including meeting services, events and purchasing;
• Facility, health and safety experience. IOSH certification is not required, but is desired;
• Hospitality experience is a plus;
• Excellent interpersonal skills with proven ability to work collaboratively. Able to find pragmatic solutions and adapt to changing situations;
• Strong oral and written English and French skills;
• Excellent organisational and time management skills;
• Friendly individual able to take initiative;
• Good at multitasking with the ability to remain calm and focused under pressure, but good at time management, setting priorities;
• Able to work in a fast-paced environment and meet deadlines when needed.