Our client is a high profile, human-sized organisation providing expert advice and consulting in the field of regulations for companies operating on the EU market. Their members include influential Academics and universities, regulation authorities and private companies. Their offices are located close to the Bois de la Cambre/Ter Kameren and are therefore accessible by public transport.

They are currently looking for a temporary Assistant/Office Manager for a 1 month contract starting on 13 April 2018.

Job description:

• To handle, analyse and dispatch the incoming mail
• To handle incoming phone calls, welcome visitors
• To input invoices into an Excel spread sheet
• To manage the diary of the General Director (using Outlook)
• To organise meetings and business trips (mostly in Europe)
• To provide support to the other Managers
• To participate in the organisation of weekly events taking place in Brussels: sending invitations, preparing lists of participants, etc.
• To liaise with high profile partners (Key note speakers such as EU Commissioners or influential political or business figures)
• To perform facilities and office management duties: liaising with the landlord, ordering office supplies, liaising with IT/telecom companies

Profile:

• The ideal candidate has 3-5 years experience in an Executive/Management Assistant role
• You have an excellent level of English (spoken and written) as it is the working language and have a working knowledge of French
• You possess very good skills on MS Office (Word, Excel, Outlook)
• You have an excellent business presentation, are well spoken and well mannered
• You have excellent communication and interpersonal skills and can operate in a rather formal environment
• You are extremely precise, rigorous, organised, with a genuine eye for detail
• You are stress resistant and reliable
• You are a very good team player (as you will be working with another Assistant)
• You also are very diplomatic and discrete
• You are flexible and a genuine all rounder
• You thrive on offering a first class service to your internal clients (and primarily to the General Director)

Offer:

• A fixed term contract from 13 April until 18 May (exact end date to be confirmed)
• A full time contract
• A competitive salary
• 100% reimbursement of transport costs
• Working hours: 9.00 am-6.00 pm (Monday till Tursday), 9.00 am-4.00 pm on Fridays
• The opportunity to work in a quality oriented and intellectually stimulating environment in very nice offices!

Our client is an international company specialising in medical devices, they are a world leader in their sector.  For their European headquarters in Diegem, they are currently recruiting a diligent Logistics, Customer and Sales Assistant.  It is a newly created position.

Job description:

As a Logistics, Customer and Sales Assistant you will have the following responsibilities:

Logistics

• Checking incoming orders (email) and selecting a shipment/transport company
• Preparing the orders for shipment: registering lot number on order form and hand it over to accounting (for order confirmation and invoicing), packing the goods in boxes (max 5 boxes/day need to be prepared), preparing UPS labels and sticking them on the appropriate box
• Preparing administrative shipping documents (packing list, pro-forma invoice)
• Liaising with UPS agents for pick-up of material, following-up on UPS delivery (express deliveries)
• Stock management of shipping material (boxes, protection material, labels)

Sales & Marketing support

• Keeping the agenda of the yearly marketing activities and congresses
• Coordinating the organisation of international congresses: furniture for the booth, registration of participants, material to be sent & returned, etc.
• Coordinating and keeping track of marketing material (brochures, CDs, etc.)
• Preparing monthly sales reports and Salesforce reports (in Excel)

Technical Service support

• Registering loaners (in/out) and the different steps in the process in Salesforce:

• follow-up of reception of loaner by customer
• follow-up of departure/arrival of defective unit
• coordinating next steps with technical service
• coordinating arrival/return from repair company
• returning machine to customer
• verify status of loaner (visual & functioning) and follow-up accordingly
• etc.

• Handling complaints: closing cases in collaboration with Quality Department in US, checking follow-up actions with Technical Department in Diegem

Training support

• When receiving requests for training from Account Managers via Salesforce, coordinating preparation list & shipping of material
• Checking list of requested material, registering stock transfers from Sales to Training, managing return of material to Brussels, checking material status upon return

Back-up for accounting

• Acting as an effective back-up for invoice/payment and other accounting queries
• Back-up for Salesforce accounting administration
• Back-up for Sage300 administration (accounting programme)

Various

• Following-up on yearly insurance plans (expiration/renewal process)
• Assisting with tenders in collaboration with the Executive Assistant
• Organising the technical room
• Stock inventory follow-up
• Ordering stationery and business cards (in collaboration with Executive Assistant)

Profile:

• You have excellent oral and written skills in English and French. Spanish and Dutch can be strong assets.
• You ideally have a first experience of 2-5 years in a similar role and ideally in an international environment
• You are computer literate and possess advanced skills in MS Office (Word, Excel, Outlook). Knowledge of Salesforce and Sage300 can be an asset.
• You are a dynamic self-starter with a positive attitude, you quickly learn new things
• You are autonomous, organised and able to set clear priorities
• You are proactive & solution oriented and you easily take ownership over your work
• You are a good team player and have good interpersonal, communication and diplomatic skills
• You are flexible, mature and you enjoy working in a small team
• You are not afraid to do some manual (=lifting of boxes), but, maximum weight of a box is 15kg and there are only 1 – 5 boxes to handle on a daily basis.

Offer:

• A permanent, full-time contract
• Starting date: as soon as possible!
• A very competitive salary and comprehensive benefits package (luncheon vouchers, health and group insurance, pension plan)
• International and very dynamic working environment with room for initiative & personal growth
• Location: offices are situated in Zaventem/Diegem so ideally you are able to commute to the offices by own car. But, it is possible to use public transport (via a bus of ‘De Lijn’ , via Railway Station Zaventem village and then a 15’-walk or via Railway Station Zaventem airport and then a shuttle bus).

 

Our client is an international consulting company mainly active in the automotive, telecom, life sciences and energy sector. Their Brussels office (+/- 100 staff) is centrally located and therefore easily accessible by public transport. As part of their growth, they are today looking for a Billing Assistant to join their Invoicing/Sales Administration department (6 staff).

Job description

• Compiling and registering all documents necessary to prepare the billing process (timesheets, purchase order forms, matching in view of reconciliation)

• Preparing and sending the monthly invoices and, when applicable, sending credit notes
• Updating client files (with contact details, address, legal entity, VAT number, etc.)

• Following up on outstanding amounts and payments
• Re-launching clients with outstanding invoices (mostly by phone)
• Participating in the end-month closing process (reporting, etc.)
• Liaising with clients, consultants and internal business teams (telephone/email)

Profile

• You hold an Bachelor in Accounting or Business Management
• You already possess a 2-3 years experience in accounting (accounts payable or general accounting) or in sales administration
• An experience in the service sector is a plus
• You are fluent in French & English, an operational knowledge of Dutch can be a very strong asset
• You have a good knowledge of Belgian accounting rules & principles
• You have a good level in Excel
• You work thoroughly and with an eye for detail, you are organised, rigorous, involved and solution oriented
• You quickly understand the priorities within an accounting department and you are able to respect tight deadlines
• You possess strong analytical skills as well as very good communication skills (including very good phone skills)
• You enjoy working in a team

Offer & Additional information

• A permanent and full time contract
• Starting date: September 2018
• Reason for the recruitment: promotion of the job holder
• A competitive salary
• Fringe benefits including a monthly net allowance, luncheon vouchers, health insurance, group insurance, full reimbursement of transport costs and 32 holiday days/year
• Working hours: 40h00/week, 8.00 am-8.30 am until 5.00 pm-5.30 pm, with 1 hour lunch break. Occasional overtime will occur, mostly during the month end closing
• Access: the company is located in central Brussels and is easily accessible by metro and tram
• A great opportunity to work in a fast-paced, international and multi-cultural environment and to gradually evolve towards a Team leader role!

 

Our client is a small, international, not-for-profit organisation active in the internet industry.  They provide a varied range of services to its members, e.g. promoting their interests within the sector and in a wider context, organising international meetings & workshops, sending them reports and publications on relevant topics within the industry, etc.  They are located in the centre of Brussels and their offices are therefore very accessible by public transport. They are currently looking to recruit an experienced and enthusiastic Policy Advisor.

Job description:

As a Policy Advisor your tasks and responsibilities will include:

• Monitoring and analysing the EU policy landscape for issues of relevance to the members
• Drafting policy and issuing papers in the fields of data protection, privacy, cyber security, content control, consumer protection, internet governance and other topics of relevance to the internet industry
• Engaging in outreach activities with EU institutions, law enforcement, and industry stakeholders
• Supporting the Legal and Regulatory Working Group, including support the Chair and Vice-Chair, participating in and reporting on workshop meetings
• Organising and implementing trainings on the internet ecosystem for policy-makers and the wider public
• Supporting the group of Chairs and Vice-Chairs of the association’s six Working Groups and facilitating their yearly meeting in Brussels
• Regular travel abroad: 10-12 business trips a year (worldwide), including 3 trips of 1 week

Profile:

• You hold a Master’s Degree in European Affairs, Policy, Law or Tech
• You are perfectly fluent in English (spoken and written) a very good knowledge of French or Dutch is an important asset
• You have a minimum of 3-5 years in a similar role, preferably in a membership-based organisation
• You are a self-starter with excellent organisational/planning skills
• You are thorough and service minded
• You are a talented project manager who can work under pressure and set clear priorities
• You have very good interpersonal skills, you are diplomatic and you are a strong networker
• You have good knowledge of or a genuine interest in the internet world;
• You feel comfortable operating within a small structure and working with virtual teams for several projects

Offer:

• A permanent and full-time contract (open to discuss a 90 or 80%-contract)
• A salary in line with your skills and experience and a comprehensive benefits package (including individual performance-related bonus, company result-based bonus, pension scheme and full insurance package)
• Flexible working hours
• An individual training programme
• The opportunity to work in a truly international environment in a not-for-profit industry
• Starting date: as soon as possible

Our client is an investment company located in Brussels. They support strong ethical values such as team spirit, discretion, involvement and result orientation. They are currently recruiting a Receptionist/Office Assistant who will have reception and office management duties, the new recruit will also give administrative support in the field of HR and external communication.

Job description:

Reception/Office Management (40% of the time)

• Manning the reception together with the Receptionist:
  • Welcoming visitors
  • Managing bookings of meeting rooms
  • Ordering all sorts of supplies (office, kitchen, etc.)
  • Handling incoming and outgoing mail, DHL, couriers, etc.
  • Managing the stocks of business cards for the whole staff
  • Managing parking badges and WiFi codes for visitors
• Coordinating all administrative tasks linked to the daily management of the building and the accounting in strong collaboration with the ‘Accounting & Consolidation, IT et infrastructure‘ team

Support to the external communication  (30% of the time)

• Managing the sending of the annual report: updating the database, preparing accompanying letters, coordinating the delivery of the annual report with a supplier
• Together with an external agency, coordinating the preparation of the daily/weekly press review

Support to the HR department  (30% of the time)

• Managing reimbursement files of CEFORA/CEVORA : checking incoming invoices of their training centres, collecting all relevant documentation and completing their on-line reimbursement forms
• Following-up on insurance files for the building in collaboration with the finance department
• Following-up on third-party payment files : collecting the invoices and proofs of the incurred costs for payroll purposes

Profile:

• You are bilingual French/English with a good working knowledge of Dutch
• You hold ideally a Bachelor’s Degree in Office Management, Secretariat-Languages, …
• You possess at least 5 years successful experience in a similar role. An experience in a similar environment is a significant plus (law firm, big 4 or financial sector)
• You are computer literate (MS Office, Lotus Notes)
• Personality: you are very discrete, precise and methodical, with a strong team spirit and a genuine sense of collaboration. You know how to anticipate deadlines and how to plan your work accordingly. You are comfortable in a formal yet family environment and you spontaneously communicate with courtesy and diplomacy. You are consensual and you always keep in mind the superior interests of the company, the solutions to be found and the objectives to be reached.

Offer & practicalities:

• Starting date: ASAP!
• Full time and open ended contract
• Competitive salary
• Fringe benefits: luncheon vouchers, group insurance, insurance (including hospitalisation, dental and ambulatory ) reimbursement of transport costs (100%)
• Access: the company is located in central Brussels and is therefore easily accessible by public transport
• Hours: 38h00/week. Occasional overtime will occur during the years
• C.A.R.E. programme: personalised coaching by a Consultant of Care4You during the integration phase and in collaboration with the new employer

 

Our client is a renowned group, specialised in the technical sector. Their headquarters, located on the East side of Brussels, employ +/- 50 people (accessible by public transport). As part of their growth, they are today seeking to recruit a level-headed Assistant to support their commercial activities.

Purpose of the role: to draft commercial offers, to support several Engineers, to support the business development activities, to punctually assist on Marketing & PR activities

The main responsibilities will be:

Support to commercial activities:

• Preparing commercial offers and contracts in French and Dutch using existing templates
• Providing support to a team of Engineers
• Administering contracts: creating file numbers, downloading data from drop boxes, gathering information, etc.)
• Updating the in-house database
• Managing incoming calls and e-mails from prospects and new clients
• Drafting offers for potential new clients (financial proposals, presentations, etc.)
• Following up offers by phone
• Participating in regular sales meetings with the team

Support to Marketing & PR activities (5-10% of the time):

• Occasionally organising and participating in events such as fairs and trade shows
• Representing the company during these events
• Assisting in internal and external communication activities
• Assisting in the drafting of communication tools such as brochures and texts for the website

Profile:

• The ideal candidate is French or Dutch mother tongue with an excellent knowledge of the 2^nd national language (with very good spoken and written skills). An operational level of English is an asset
• You hold a Bachelor in Office Management/Languages or in any other relevant field
• You have at least 2-4 years experience in an Assistant role, ideally acquired in a Sales/Commercial department
• You are computer literate (MS Office, especially good knowledge of Word and Excel)
• Essential qualities are: good business presentation and interpersonal skills, great attention to details, proofreading skills, ability to understand and meet deadlines, excellent communication skills (oral and written), flexibility and good potential to learn and develop new skills. Stress resistance.

Offer & practicalities:

• An open-ended and full time employment contract
• Starting date: A.S.A.P.!
• A competitive salary with a complete benefits package including luncheon vouchers (€7,00), health and group insurance, full reimbursement of transport costs
• Working hours: 38 hours/week. Occasional overtime.
• Holidays: 27 days/year
• Easily accessible by public transport, parking available

Our client is an international consulting company mainly active in the automotive, telecom, life sciences and energy sector. Their Brussels office (+/- 100 staff) is centrally located and therefore easily accessible by public transport. They are today urgently looking for a junior Billing Assistant.

Job description

• Compiling and registering all documents necessary to prepare the billing process (timesheets, purchase order forms)

• Preparing and sending the monthly invoices
• Updating client files (with contact details, address, legal entity, VAT number, etc.)

• Following up on outstanding amounts and payments
• Re-launching clients with outstanding invoices
• Participating in the end-month closing process (reporting, etc.)
• Liaising with clients, consultants and internal business teams (telephone/email)

Profile

• You hold an Bachelor in Accounting or Business Management
• You ideally already possess a first experience in accounting (accounts payable or general accounting) or in administration
• You are fluent in French & English, an operational knowledge of Dutch can be a very strong asset
• You have a good knowledge of Belgian accounting rules & principles
• You have a good level in Excel
• You work thoroughly and with an eye for detail, you are organised, rigorous and solution oriented
• You quickly understand the priorities within an accounting department and you are able to respect tight deadlines
• You possess strong analytical skills
• You enjoy working in a team

Offer

• A permanent contract
• Starting date: as soon as possible
• A competitive salary
• Fringe benefits including a monthly net allowance, luncheon vouchers, health insurance, group insurance, a discretionary bonus and 32 holiday days/year
• Working hours: 40h00/week, 8.00 am-8.30 am until 5.00 pm-5.30 pm, with 1 hour lunch break. Occasional overtime will occur, mostlly during the month end closing
• Access: the company is located in central Brussels and is easily accessible by metro and tram
• A great opportunity to work in a fast-paced, international and multi-cultural environment!

Our client is an international innovative research and development company, which is part of a renowned global company. It combines the benefits of a human-sized structure and of a large, stable corporation: flexibility, informal environment but also sophisticated processes and procedures and long term business strategies. Their Brussels office (120 staff), located in Ixelles/Elsene, mostly consists of mathematicians, engineers and researchers. During the past 2 years, they have experienced a significant growth and need to reinforce the HR team. They are therefore looking to recruit a diligent HR & Payroll Officer to team up with the HR Manager and with another HR Officer.

Purpose of the job

To be responsible for the payroll of 120 employees including expats. To be in charge of the whole personnel administration. To participate in the organisation of company events.

Job description

Payroll and payroll administration (60% of the time)

• Ensuring a correct and timely payroll administration in compliance with social legislation
• Encoding salary data into the system, checking and making corrections when needed
• Ensuring and controlling correct payments
• Managing leave and absences
• Ensuring the correctness of data sent to the social secretariat (SD Worx)
• Ordering, controlling and distributing Eco-cheques and meal vouchers
• Managing the payroll of expat employees together with an external audit firm
• To answer employees’ questions regarding their pay slips
• Liaising with SDWorx on specific tax exemption matters regarding the Researchers/Scientists, providing the social secretariat with the necessary documents, investigating the files, checking that the criteria are met in order to benefit from the exemption, making tax exemption applications

Personnel Administration (25% of the time)

• Being the point of contact for the employees regarding HR administration and social legislations matters
• Following up employees’ files, registering/cancelling employees on the various insurance schemes, following up their files, handling questions about health and group insurances, etc.
• Taking care of the administrative follow-up and communication regarding child benefits, educational leave, parental leave, child allowances, etc.
• Being responsible for the administration of the employees’ files

Event organising (15% of the time)

• Participating in the organisation company events
• Organising events such as St Nicolas, Christmas dinners, teambuilding activities, etc.

Profile

• You ideally hold a Bachelor or Master in Human Resources, Psychology or in any related field
• You have 2-4 years of experience in a similar position and especially in payroll
• You have a sound knowledge of applicable social legislation. An experience with expats is a plus
• You are French or Dutch mother tongue with a working knowledge of the 2^nd national language and are fluent in English (very good written skills as well). The 3 languages will be used daily and are all equally important for the role
• Experience with SDWorx tool (payroll) is a plus
• You have an eye for detail, you are able to manage your time effectively (especially when the workload is high) and you have strong analytical skills
• You possess strong interpersonal and communication skills and you are discrete
• You are autonomous and flexible

Offer

• A permanent, full time contract
• Starting date: as soon as possible
• A competitive salary
• Fringe benefits including luncheon vouchers (€7,50), health insurance (including ambulatory costs and dental & eye insurances), group insurance, full reimbursement of transport costs, laptop and discretionary bonus. Possibility of on-site bi-weekly free fitness courses and free weekly language courses. Possibility of a company car (in exchange for a reduction of the monthly gross salary) and fuel card
• Access: the company is located in South East Brussels and is easily accessible by train/tram
• Hours: 38h00/week, possibility of homeworking (1 day/week) after a 6 month tenure
• 24 holiday days/year
• The opportunity to work in a truly international and intellectually stimulating environment!

Our client is a high-profile international law firm. Their Belgian offices are located in central Brussels and are therefore very accessible by public transport.  They are currently recruiting a diligent Management Assistant who will work for 2 Partners and 2 lawyers.

Purpose of the role:

Assisting the Partners & lawyers in their daily activities: coordinating meetings and agendas, preparing documents (mainly in Dutch and English), filing, invoicing, etc.

Job description:

• editing/proofreading legal texts
• agenda and travel management for Partners and lawyers
• preparing and organising meetings
• handling the layout of documents
• preparing PowerPoint presentations
• opening/closing client files
• handling incoming and outgoing correspondence
• invoicing: tracking timesheets, preparing invoices following the company’s guidelines
• filing documents (on paper + electronically), keeping filing system up to date
• updating contacts’ lists
• handling emails and telephone calls
• providing occasional logistical event support
• more projects can be added depending on the competences and areas of interest of the new recruit!

Profile:

• The ideal candidate holds minimum a Bachelor’s Degree in Languages/Office Management/Management Assistant/ … or is equivalent by experience
• You are fluent in Dutch (oral & written) and you have an excellent level in English. You have a good understanding of the French language and you are able to hold simple telephone conversations in French.
• You are computer literate and possess advanced skills in MS Office (Word, Excel, PowerPoint) and web-based research
• You possess minimum 2-5 years of experience in a similar role – preferably in a similar environment (legal/professional services/consulting/…)
• You are used to working in a highly demanding environment, often against tight deadlines
• You demonstrate excellent organisational skills and particular attention to detail
• You can juggle multiple projects while prioritising daily assignments
• You are proactive & solution oriented and you always apply common sense
• You are a good team player and have good interpersonal, communication and diplomatic skills
• You have a flexible attitude and you always strive to exceed the expectations of the client (internal and/or external)

Offer:

• A permanent contract
• Starting date: as soon as possible!
• A competitive salary and comprehensive benefits package
• Very friendly and international working environment with room for initiative & personal growth
• The opportunity to work in a quality oriented, corporate environment in superb offices in the centre of Brussels!

Our client is a high-profile international law firm with more than 20 offices worldwide. Their Belgian offices are located in central Brussels and are therefore very accessible by public transport.  As part of their growth strategy, they are currently recruiting a diligent individual to work for a team of 2-4 lawyers.

Job description:

• diary management
• coordinating some travels & accommodation
• organising internal and external meetings
• preparing all sorts of documents for these meetings
• monitoring incoming emails and ensuring a timely follow-up
• planning and organising conferences (occasionally)
• drafting letters and legal documents
• coordinating time sheets, expense notes and billing
• handling incoming calls, filtering calls when appropriate, taking messages
• preparing PowerPoint presentations for various meetings & seminars
• having regular phone contacts with high-profile external partners (including clients)
• varied administrative duties including filing, scanning, photocopying, etc.

Profile:

• The ideal candidate holds a Bachelor’s Degree in Office Management/Languages/… or is equivalent by experience
• You are fluent in Dutch or French with a very strong level in English and with a good command of the second national language
• You possess ideally a first experience in a similar role – preferably in a similar environment (service sector)
• You are computer literate and possess advanced skills in MS Office
• You are extremely precise and rigorous, with a genuine eye for detail
• You are highly organised and able to set priorities
• You are proactive & solution oriented and you always apply common sense
• You are a good team player and have good interpersonal, communication and diplomatic skills
• You are flexible and extremely discrete

Offer:

• A permanent contract
• Starting date: as soon as possible!
• A competitive salary and comprehensive benefits package
• International and very dynamic working environment with room for initiative & personal growth
• The opportunity to work in a quality oriented, corporate environment in superb offices in the centre of Brussels!