Office & Business Support Manager

Our client is a global communications & public affairs consultancy. Their Brussels offices are located in the city centre and is very accessible by public transport.

They are today looking to recruit a diligent Office & Business Support Manager on a permanent contract basis. This is a newly created position.

 Purpose of the role

The Office & Business Support Manager is responsible for keeping the office running smoothly and helping the team maintain focus on operational activities. The job holder is also responsible for leading an office refurbishment project and for overall facilities management.

Job Description

 Office and Facilities Management:

• Being responsible for the upcoming office refurbishment project: liaising with suppliers, coordinating the project (implementation of a hot desking system and other innovative solutions), being the SPOC for all stakeholders, ensuring that the timeframe is respected
• Enhancing and maintaining office facilities to create a conducive work environment
• Overseeing building maintenance and security to ensure safety and functionality
• Implementing and ensuring a safe and healthy working environment for all employees
• Managing office supplies and equipment to guarantee availability and functionality
• Administering office subscriptions and handling group procurement programmes, including contract negotiations
• Managing the company car fleet to ensuring efficient and effective transportation solutions

IT and Communication Systems:

• Coordinating office IT equipment and systems with IT support, specialists, and suppliers to ensure seamless operations
• Managing the telephony system and office mobile phones and SIM cards to ensure reliable communication

Collaboration and Partnerships:

• Partnering with staff, suppliers, and clients to foster effective collaboration and strong working relationships
• Supervising and providing line management for reception, including occasional absence cove

HR related duties:

• Partnering with the HRD to create the annual plan and ensure its delivery through the support team
• Collaborating with HR and other support functions to support and onboard new team members, ensuring an inclusive employee experience
• Supporting compliance activities relating to health & safety, taking care of ergonomic initiatives if needed, keeping abreast of employees’ needs and well being

Profile

• Minimum of 5 years of professional Office & Facilities Management experience
• Fluency in English (C2 level) and very good French (B2/C1)
• Excellent written and verbal communication skills, with adaptability for different audiences
• Proficiency in MS Word, Excel, and other general IT platforms and software
• Knowledge of hot desking systems is a plus
• Proven initiative and ability to lead projects autonomously from start to finish
• Detail-oriented, proactive, and adept at prioritization
• Trusted colleague with a genuine interest in supporting others
• Leadership skills and collaborative approach
• Flexible, resilient, pragmatic, and resourceful
• Skilled in building strong relationships and managing diverse stakeholders
• Ability to make relevant suggestions in order to improve existing processes and procedures

Offer

• Starting date: November 2024
• A permanent and full-time contract
• A competitive salary with a complete benefits package including luncheon vouchers (€8,00), Eco-vouchers (€ 250/year), phone costs, monthly net allowance (€150), health and group insurances, 25 holiday days
• Working week: 37,5 hours
• A motivating and challenging role within an influential international consultancy
• This is an opportunity to be part of a diverse and driven team in a role that enables individuals to deliver operational excellence and make a real impact
• At the same time, you will have every chance to grow professionally in your field