Office & Management Assistant (m/v/x)

Robert Half is currently looking for an Office & Management Assistant (m/f/x) .

The company is located in Brussels and this is a full-time position within an architecture and consulting environment.

You will join a growing, close-knit organisation of approximately 25 independent professionals, mainly architects. In this role, you will play a key part in ensuring the smooth day-to-day running of the organisation.

This is not a traditional secretarial position. The company is looking for a versatile, hands-on and proactive individual who can take ownership of the operational and administrative management of the office, ranging from financial administration and project follow-up to coordinating external service providers.

You will work closely with management, gradually taking over a number of operational and administrative responsibilities. As the organisation continues to grow, you will have the opportunity to expand your responsibilities and develop towards a fully-fledged Office Manager position.

The responsibilities of this position as Office & Management Assistant are:

• You ensure the smooth day-to-day running of the office and oversee the general management of its facilities and services.
• You coordinate external service providers, including cleaning services, suppliers and delivery companies.
• You handle the administrative follow-up of clients, suppliers and various operational requests.
• You manage invoicing, including through Peppol and other digital platforms, and ensure the follow-up of outstanding customer and supplier invoices (approximately 300 invoices per year).
• You monitor payments, expense claims and professional expenses.
• You maintain contact with the external accounting firm and provide support with accounting and tax-related processes.
• You contribute to the financial and budgetary follow-up of approximately 50 to 60 projects running simultaneously.
• You monitor registered working hours and hourly rates to ensure accurate project invoicing.
• You prepare Excel reports, financial overviews and various management dashboards.
• You manage and update administrative information relating to projects and independent professionals.
• You actively identify opportunities to optimise internal processes through IT tools, management software and the automation of administrative tasks.
• You contribute to structuring and improving internal administrative procedures as the organisation continues to grow.
• You provide direct operational and organisational support to management.

The required qualifications for this position as Office & Management Assistant are:

• You have a first relevant experience in an administrative position, Office Management or Management Assistance. Motivated recent graduates are also encouraged to apply.
• You hold a degree in Business Management, IT, Software, Administration or an equivalent field.
• You have an excellent command of Dutch, French and English, both spoken and written. English is the main working language within the office.
• You have a strong affinity with figures, accounting, invoicing and financial processes.
• You have a good knowledge of Excel and are comfortable working with IT tools and management software.
• You are particularly interested in new technologies, digitalisation and process optimisation.
• You are well organised, accurate and able to manage several projects and priorities simultaneously.
• You are proactive, hands-on and solution-oriented, with a strong sense of initiative.
• You enjoy working independently while being a genuine team player.
• You feel comfortable in a small, dynamic working environment where you can take ownership and have a direct impact on the organisation.

Our client offers:

• A varied and responsible position within a growing organisation.
• An interim assignment with a view to a permanent contract (permanent employment) .
• An indicative gross monthly salary of approximately €3,500.
• Meal vouchers.
• Reimbursement of public transport expenses.
• A cafeteria plan and additional fringe benefits planned for the future.
• An international and predominantly English-speaking working environment.
• Direct collaboration with management and a high degree of autonomy.
• The opportunity to gradually develop into a fully-fledged Office Manager role with broader responsibilities.

Interested? Apply quickly!

Reference number: 001268974.

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