Team Leader/Event Coordinator

Our client is a non-profit organisation which organises activities and offers services in the public sector. The organisation manages also different buildings/sites where various activities and events take place on a regular basis.

Goal of the role:

In collaboration with an HR Director, the Team Leader/Event Coordinator will monitor and manage the work of the maintenance/facilities team (+/- 10 people).   They will also be responsible for the preparation/set-up of different activities & events and for the daily maintenance of the buildings/domains.    The person will mainly work from their domain in the centre of Brussels (easy access with public transport).  Some activities/events will require on-site presence at other properties of the organisation but then the employer will provide a company car.

Your main tasks and responsibilities will include:

• Working closely together with the HR Director in a department with +/- 30 people. Within this department you will monitor and manage the day-to-day work of +/- 10 people (maintenance/facilities team).
• Preparing daily/weekly/monthly work schedules for the team, taking into account the various activities & events which will take place and the required or already planned maintenance work
• Handling daily/weekly meetings with the HR Director to discuss the agenda, the team planning, the expectations for specific activities/events, absences/holidays, possible issues with team members, etc.
• Preparing a detailed work planning, briefing the team, giving specific instructions, checking/following-up on the correct execution of the tasks, adjusting procedures if and when necessary
• Handling daily checks/inspections of the whole premises, the building, the different (meeting) rooms, etc. Following-up with an intervention (e.g. repair or maintenance work, moving furniture, …) if and when necessary.
• Scheduling/planning small repair and maintenance work for the whole premises, informing all relevant parties
• Analysing which materials and tools are needed, preparing purchase orders, contacting relevant suppliers, following-up on the orders, receiving the goods/materials, stock management
• Preparing specific activities/events + offering (logistical) support during some of these events, determining the tasks/work schedules of the other team members (with regards to the different events)
• Collaborating with the patrimony and heritage manager with regards to everything that is furniture and art objects
• Coordinating the art displays or the removal/transport of art objects
• Coordinating the temporary lodgings/stays of visitors
• Making sure all safety & security measures are taken and respected and that health risks for the staff are reduced to a minimum; paying attention to the mental health and general well-being of the different team members.

Please note that this list of responsibilities is non exhaustive and that you may be asked to take on additional tasks, depending on the workload/the period of the year (e.g. specific events) and in order to cater for the needs of the team and of the organisation in general.

Profile:

• The ideal candidate is French speaking or Dutch speaking and has a good knowledge of the second national language (Dutch/French). A good knowledge of English is a plus.
• Ideally a relevant bachelor degree (hotel management, event management, tourism…) but not absolutely necessary
• Minimum 5-10 years of experience in a similar role or in a role with relevant aspects (e.g. facility management/maintenance, preparation of work schedules, supervising a team, event planning and management, …)
• You already worked as a supervisor/team leader: you have experience with work planning, allocation of tasks, checking output of work, steering/motivating a team
• You are IT literate: you can prepare a work planning (e.g. using Excel), manage agendas and activities, follow-up on emails (Outlook), schedule meetings, etc.
• Knowledge of first aid and/or a diploma/certificate as prevention/safety advisor can be a plus
• You demonstrate excellent communication and interpersonal skills, you are discrete and respectful
• You are a good judge of character and you are able to adjust your communication style to the context
• You enjoy working in team and liaising with different parties (internal teams & departments, visitors, suppliers, etc.)
• You have excellent time management skills and you know how to prioritise (especially when faced with multiple deadlines and time pressure)
• You are able to find quick and effective solutions to unforeseen circumstances
• You work accurately and rigorously, you pay attention to the presentation of your work and to the smallest detail+
• You like being in the field and rolling up your sleeves (this is not a pure office job)
• You are flexible with regards to additional tasks and/or changing circumstances
• You are looking for a long-term commitment

Offer and practical aspects:

• A permanent and full-time contract
• Starting date: to be discussed
• A salary that will depend on the level of experience, package will include luncheon vouchers, group insurance, reimbursement of transport costs
• Working hours: 38h/week (occasional overtime related to specific events)
• Very nice offices which are easily reachable by public transport
• A varied & challenging job within a unique working environment!