Office Manager

Office Manager

Hydrogen Europe

Brussels, Belgium

Hydrogen Europe is looking for an Office Manager based in Brussels, Belgium (full time or part-time).

Main responsibilities

Reception

• First point of contact for all incoming calls, emails and visitors, ensuring a professional and welcoming experience.
• Provide assistance to visitors with Wi-Fi access, document printing, taxi reservations and other on-site needs.
• Responsible for implementing the evacuation/emergency policy and being point of contact for participants.
• Handle various office-related tasks such as sending documents, receiving, and sending mail and parcels).
• Supervise general cleanliness and coordinate with the cleaning team, particularly for meeting rooms.

Facilities management

• Manage facilities and and their daily operations, ensuring all systems run efficiently and smoothly.
• Manage premises compliance with legal requirements and standards on safety and fire protection.
• Maintain a productive working environment by implementing and optimising administrative processes, managing supplies and office equipment, and liaising with relevant vendors.

Meeting center management

Responsible for coordinating all activities and logistics related to internal and external meetings held at the meeting centre such as:

• Coordinate the communication, booking, logistics and catering of meetings at the meetings centre.
• Oversee booking, planning, set-up, and logistical arrangements for meetings (including managing the meeting reservation tool, catering and cleanliness).
• Liaise with technical service providers to guarantee proper functioning of audio-visual equipment.
• Liaise with service providers to ensure high standards in meeting room arrangements.
• Liaise on logistic matters with relevant staff member(s) organising meetings/events and ensure compliance with internal policies.
• Provide support for internal meetings and activities (such as staff meetings, lunches, teambuilding drinks and others when necessary).

Requirements

• Degree in office administration/secretarial studies or equivalent professional background.
• Minimum of 8 years’ experience in a similar role.
• Service- and people-oriented with a proactive, hands-on approach to resolving issues quickly.
• Representative personality with a welcoming attitude and neat appearance.
• Quick to grasp new IT skills and capable of handling audio-visual set ups.
• Excellent command of both French and English (oral and written).
• Able to work independently and within a team in a multicultural environment.

Skills

• Strong interpersonal and communication skills (oral and written).
• Effective time management skills; priority setting and multi-tasking skills.
• Capable of delivering and meeting tight deadlines.
• Coordination, planning, organisation, monitoring, and follow-up skills.
• Advanced computer skills.
• High attention to detail and a commitment to accuracy.
• Discrete and trustworthy in handling confidential information.