This position is responsible for the smooth and efficient running of the office, supporting its day-to-day administrative needs including finance, HR, technology and other office administration tasks.
Client Details
My client is a premier provider of global leadership advisory and on-demand talent solutions located on Avenue Louise.
Description
Office/ Facilities Management
- Manage Brussels OA inbox.
- Reception phone pick-up in parallel with EAs.Welcome visitors (room preparation, coffee…) in parallel with EAs.
- Provide general office assistance working as part of a team, help others when necessary.
- Organize catering for lunches for office, client meetings, internal events, and order groceries.
- Regularly inform PIC of local office issues and provide proactive support for their solution where possible.
- Coordinate and manage local subscriptions, magazines and databases working with the European Marketing Team and the Information group within IT where relevant.
- Be the point of contact for Building Owner and Reception.
- Act as the Firm's representative in regard to Safety in the workplace including the coordination of local training requirements for medical first aid and fire prevention and evacuation.
- Oversee service delivery levels of outside vendors and be first contact point for employees for office environmental needs (i.e., heating, cleaning, lighting, kitchen supplies, flowers, coffee machine, business cards, etc.) working with the Supplier Management Team.
- Monitor and recommend office maintenance needs such as furniture updating, painting or carpet repairs.
- In collaboration with HRBP, manage the car fleet with local suppliers.
- Take responsibility for office security including coordination with security companies and management of security badges.
- Coordinate and facilitate office moves and expansions with IT and other Corporate departments.
Business/Operations
- Act as a local Coordinator and contact with the GBS team for: client invoicing, expenses, supplier payments.
- Review Accounts Payable Invoices from the different portals.
- Act as a local Coordinator for queries from Global Accounts Payable.
Human Resources
- May support recruitment process for EA and administrative support for the office.
- Take responsibility for preparation of monthly payroll information.
- In collaboration with the HRBP and local broker, overview the local benefit schemes and local insurance.
- Coordinate on-boarding schedules of all newcomers.
- Supervise the provision of time and attendance records, holiday information and details such as vacation, sickness and overtime forms.
- Maintain local joiners and leavers information.
- Ensure adherence to local and corporate policies and procedures, maintaining records and information for local regulatory requirements - for example data protection documentation and employment information.
Information Technology
- Coordinate with the Corporate teams, procurement and IT departments as appropriate for office needs such as stationery, IT hardware requests and general supplies.
- Responsible for IT Material Inventory.
- Ensure that the set-up is prepared for all new joiners (phone, IT.).
- Manage the contract for business mobiles phones and order if necessary.Update phone list for the office.
Other
- Assist with the completion of additional tasks as required.
