Office Manager
Office Manager
Posted on :
15-03-2025
Employer Active
1 Vacancy
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Job Description
Are you a highly organised and proactive Office Manager looking to make an impact in a dynamic and fastpaced environment Do you thrive on keeping operations running smoothly ensuring a great workplace experience and supporting a highperforming team If so Edelman Brussels wants to hear from you!
About the Role
As our Office Manager youll be the backbone of our Brussels office ensuring everything runs seamlesslyfrom managing office operations and supplies to coordinating meetings events and sustainability initiatives. Youll also provide executive support to our CEO and play a key role in finance and HRrelated tasks.
The Office Manager is a member of the Finance & Admin Team and reports to the Finance Director of the Edelman Brussels office.
The Office Manager is responsible for all aspects related to the smooth running of the office and general tidiness of the office and meeting spaces.
The Office Manager complies with company policies and procedures including ethics policies.
The Office Manager endorses the Edelman values such as quality integrity respect entrepreneurial spirit mutual benefits.
The precise nature of activities depends on the priorities and office work. However the responsibilities and tasks are likely to include the following:
What youll do
- Office Management:
- Organize and manage office operations meetings and supplies.
- Reception duties (hospitality for visitors mail distribution and processing incoming calls)
- Manage meeting rooms booking & set up of meeting rooms
- Maintain office supplies business cards and kitchen/beverage facilities.
- Organize team events and arrange catering for business lunches and office events meetings.
- Oversee travel bookings and coordinate the issuance of Purchase Orders.
- Maintain office premises ensure health and safety compliance arrange necessary repairs and plan office moves/refurbishments.
- Act as a point of contact for sustainability initiatives (Green Team) and environmental data reporting (currently via SoFi)
- Participate in quarterly EMEA Workplace Experience team calls sharing local news and ideas
- Participate in monthly Global Citizenship calls as the office representative
- supporting the teams as needed etc).
- Finance:
- Liaise with accounting for invoices and property management for office maintenance.
- Support to the Finance Manager:
- Manage vendor contracts and office services budgets.
- Create new vendors for GFS.
- Prepare Purchase Orders for supplies ordered by the Office Manager.
- Follow up on all Purchase Orders with staff members.
- Coordinate telephone subscriptions with local provider (Proximus)
- Coordinate membership and subscriptions
- Support to the Business Manager.
- Create new clients in GFS.
- Coordinate Clients database.
- Send clients invoices.
- Review the Accounts Receivables.
- People Development and HR:
- Coordinate new hire orientation with local HR and IT.
- Plan and execute employee welfare events and teambuilding activities in partnership with HR.
- Be a first aider and fire marshal in the event of an evacuation.
- Executive Assistant to the CEO 10
- Coordinating the CEOs agenda with external partners and business contacts.
- Coordinating global/regional and interoffice calls.
- Candidate Qualities:
- Selfmotivated with strong prioritization skills and commitment to company values (Quality Integrity Respect Entrepreneurial Spirit Mutual Benefits).
- Demonstrate good judgment and professionalism in all tasks and interactions.
- Ability to solve problems independently make sound business decisions and deliver tasks within deadlines and budget.
- Strong communication and discretion with team members clients and vendors.
- Consistent progress in responsibilities and alignment with office lead expectations.
- Fluent in English and French or Dutch
What were looking for
- Proven experience as an Office Manager.
- Strong problemsolving skills ability to multitask and a proactive mindset.
- Excellent communication and organizational skills.
- Fluency in English and French or Dutch.
- A team player who thrives in a fastpaced international environment.
Our Benefits
Our benefits and policies are designed to ensure our employees feel comfortable inspired and equipped to thrive and do their best work. We offer a wide range of benefits across health family community finance and time away including:
Competitive Annual Holiday plus an additional days holiday for your birthday and 3 days over the festive season.
Flexible working Hybrid working policy and 30 days work from anywhere worldwide!
Financial Wellbeing Pension plan income protection and life insurance at 4x annual salary.
Building a Family Whether its maternity leave adoptive leave or shared parental leave take up to five months on full company pay. We also celebrate the arrival of your child or wedding day by offering a company child & wedding gift. In addition Edelman partners with Peppy a specialist healthcare and wellbeing service that provides all employees with access to expert pregnancy and parenthood menopause and fertility support.
Health and Wellbeing Access to Private Medical Insurance Digital GP and wellbeing program Cycle to Work Scheme subsidised corporate gym membership a Quit Smoking Scheme Annual flu vaccinations and 24/7 access to trained professionals in relation to a range of issues in absolute confidence.
Personal and Professional Development Clear progression routes and continuous training/professional development via Edelman Learning Institute
Community Get to know your colleagues and unwind at our weekly staff get together. We also encourage everyone to take part in our Citizenship Activities where you can spend a day each year helping a charitable cause paid for by us.
Our Values
Core to our culture are our values which guide our behavior support a clientcentric approach influence the way we work with each other our clients and the community and inspire great work.
The Relentless Pursuit of Excellence: Bringing the best of ourselves and partners to our clients.
The Freedom to be Constantly Curious: Tenacious flexible and thorough approach that drives creativity and growth for clients and ourselves.
The Courage to do the Right Thing: Trusted and resilient partner committed to building a diverse equitable and inclusive workforce that prioritizes the wellbeing of ourselves and our colleagues.
The Commitment to Positively Impact Society: Performing our work with an environmental conscience and a sense of tolerance fairness and equality.
#LIEC1
Required Experience:
IC
Employment Type
Full-Time
Key Skills
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