For one of our clients with headquarters in Brussels, we are urgently looking for an Office & Purchasing Coordinator (m/f).

Purpose of the role: to order all material & equipment needed for the general functioning  of the different subsidiaries of the company and to dispatch the material to the 3 subsidiaries, stock management,  to purchase all uniforms/professional outfits,  to verify all incoming suppliers’ invoices and to prepare yearly reports/statistics.

Your main responsibilities will include:

• Purchasing all material needed in the different subsidiaries: office supplies & equipment, food & beverages, cleaning & maintenance products, etc.
• Preparing & following-up on order forms and checking incoming invoices
• Stock management in collaboration with the warehouse coordinator and dispatching the material to the different subsidiaries and departments
• Responsible for the organisation of the different warehouses
• Yearly purchasing of uniforms and professional outfits, stock management
• Ensuring that all First Aid kits are fully equipped at all times
• Petty cash management
• Reporting on the monthly/yearly usage within the different subsidiaries and departments (standard patterns, irregularities, …)
• Offering logistical support during important (internal) events)
• Liaising with external and internal parties (suppliers, Heads of Department, accounting, employees, )
• Updating internal system and database

Profile:

• The ideal candidate is a French or Dutch native speaker with an excellent knowledge of the 2^nd national language.
• Ideally a Bachelor’s Degree (office management, accounting, business management, …)
• You have at least 4-6 years of experience in a similar role (purchasing, office management, facilities, stock management, …)
• You are computer literate (MS Office, especially good knowledge of Excel and Outlook)
• Essential qualities are also: discretion, strong interpersonal skills, flexibility and stress resistance.
• We are looking for someone who can work very autonomously and who is not afraid of sitting alone in an office, but, on the other hand, we need someone who can interact and communicate well with different teams & parties.

Offer & practicalities:

• A permanent contract
• Starting date: ASAP!
• A salary in compliance with official pay scales. Benefits package includes: luncheon vouchers, group insurance, reimbursement of transport costs)
• Working hours: 38 hours/week
• Candidates who are living in Brussels can quite easily reach the offices by public transport. For candidates who are living outside of Brussels, it is easier to come by car.

Thank you for sending your application to Elke Wellens, Partner at Care4You.  All applications will be handled with the utmost discretion. Please do not hesitate to contact us should you wish additional information!   Contact details Elke: elke@care4youconsult.com, GSM: 0489/062 368

Our client is a global law firm with offices in Western Europe, Central & Eastern Europe, Canada, US, Latin America, Russia, Africa, Middle East, Central Asia and Asia Pacific.  For their human-sized office in Brussels (very easily accessible by public transport) they are currently recruiting an Accountant.

Purpose of the role:

Daily management of accounts payable and accounts receivable in Brussels, liaising with billing & accounting teams in subsidiary companies, processing expenses of the fee earners, ensuring compliance with internal accounting processes, liaising with external accounting firm regarding VAT & tax declarations/other tax-related issues/audit queries.

This is a newly created position in which you will be reporting to the Brussels Office Manager and to the Head Accountant.

Tasks & responsibilities:

• Recording accounts payable and accounts receivables
• Preparing, processing, recording and filing payments of vendors
• Keeping records of all payments made and received in Brussels: handling cash receipts, monitoring bank movements & incoming payments, coordinating the recording and allocations of billable disbursements
• Assisting in the preparation of the expenses statements (office credit cards), reconciliation with the expenses per budget line
• Assisting in the preparation of the monthly overviews of expense notes and the reimbursement of professional expenses
• Recording petty cash expenses
• Liaising with Billing & Accounting team in subsidiary companies: addressing queries with regards to recorded disbursements and providing copies of recorded expenses, client invoices, vendors invoices, expenses, outside counsels and monthly bank debits records
• Liaising with external accounting firm with regards to the VAT and monthly tax declarations, audit queries, income tax-related questions, specific submissions and filing of documents: providing them with the requested data, keeping records up-to-date, etc.
• Providing daily accounting support to the Brussels Office Manager
• Ensuring compliance with internal accounting processes
• Ad-hoc projects

Qualifications – technical skills:

• Bachelor in Accounting
• Minimum 2 to 3 years of experience in accounting, preferably in an international law firm
• Fluency in French and English (oral and written), Dutch can be a plus
• In-depth knowledge of Belgian accounting processes, VAT legislation and good understanding of tax implications
• Knowledge or experience with Elite software or other financial software
• Knowledge of Microsoft Office, in particular: Outlook, Word, advanced Excel skills

Soft skills:

• Ability to work with a lot of attention to detail & accuracy
• Ability to prioritise and multitask assignments
• Excellent interpersonal and customer service skills: ability to communicate with senior-level attorneys, partners, staff, suppliers and external parties
• Ability to handle confidential and sensitive information with the appropriate discretion
• Strong organisation skills
• Capacity to work work independently as well as part of a team
• Aptitude to cope and work effectively under pressure and with sometimes conflicting demands
• Diplomatic, resourceful and positive attitude; ability to adapt to different situations and personalities

Offer:

• This is a newly created position!
• Permanent contract
• Full-time or 4/5th
• Starting date: asap!
• Working hours: 9am – 5.30pm
• Competitive salary package, including luncheon vouchers, health insurance, reimbursement of transport costs
• A role in which you will receive the necessary training and guidance at the start and where you can gradually acquire more and more responsibilities.
• The opportunity to work in an a-typical law firm, in superb offices and in a friendly and positive environment where support staff and “billing” staff mix at work and socialise outside work.

Thank you for sending your application to Elke Wellens, Partner at Care4You.  All applications will be handled with the utmost discretion. Please do not hesitate to contact us should you wish additional information!  Contact details Elke: elke@care4youconsult.com, GSM: 0489/062 368.

 

Our client is a renowned firm in the corporate sector. Their human-sized office, located in the Louise/Porte de Namur area in Brussels, is today looking to recruit an all-round and experienced individual who will be in charge of a mix role (assistant, office management and some reception work). The jobholder will be working alongside another Assistant.

Job Description:

Executive  Assistant tasks (60% of the time):

• Providing high-level administrative support to a top-level Executive and occasionally also to his team of international Managers
• Diary management
• Organising and preparing meetings
• Travel arrangements (flights, Visas, hotel bookings, etc.)
• Preparing expense reports
• Preparing documents using MS Office (Word, Excel & PowerPoint)
• General administrative duties (handling correspondence, updating contact lists, scanning and filing documents, etc.)
• Ad-hoc projects (e.g. research work, events organisation, etc.)
• Private secretarial duties (coordinating the Executive’s activities as a lecturer/speaker at international seminars & conferences, organising private travel, etc.)

Office Management-related tasks (40% of the time):

• Manning the reception, handling the switchboard (maximum 10-15% of time)
• Welcoming visitors, offering them support, meeting their needs, booking hotel rooms, etc.
• Handling incoming and outgoing mail
• Ordering office and kitchen supplies
• Being the point of contact for all suppliers (facilities/building, IT maintenance, express delivery companies, etc.)
• Helping out with the organisation of internal events (e.g. Christmas Party, teambuilding, etc.)
• Finance-related duties: preparing expense reports, follow up of invoices, creating/implementing financial procedures

Profile:

• You are fluent in English and French (with excellent writing skills in both languages). Dutch is an important asset.
• You already have at least 7-10 years of experience acquired in a Management/Team Assistant role
• Experience in the service sector (consulting, finance, legal) can be a strong asset
• You are figure and IT minded (Excel, CRM and LinkedIn), autonomous, dynamic, proactive and a genuine problem solver
• You are genuinely service minded, have an excellent corporate presentation, are versatile with a very good team spirit and sense of cooperation
• You know how to prioritise, are quality minded, punctual, reliable and flexible (also regarding working hours)
• You are open to feedback and enjoy continuous learning

Offer:

• A permanent employment contract
• Starting date: ASAP!
• A competitive salary with fringe benefits
• The opportunity to work in a dynamic and human-sized company

Thank you for sending your application to Agnès Guilloux, Partner at Care4You.  All applications will be handled with the utmost discretion. Please do not hesitate to contact us should you wish additional information!   Contact details Agnès: agnes@care4youconsult.com

 

 

Our client is a well-established, international company active in the tourism industry. They are currently recruiting a diligent Assistant to join their HR department (+/- 10 people). Their offices are located in the centre of Brussels (easy to reach with public transport) and they employ +/- 140 people.

Purpose of the role

• Providing general support to the Head of HR
• Providing administrative and organisational support to recruitment, training and internal communication activities, with the aim of reaching the company’s set objectives
• Providing support to activities relating to the dialogue with the trade unions, providing support to the HR department as a whole

 Job description

Assistant work to the Head of HR

• Organising meetings, preparing the necessary documents
• Preparing internal and external communication
• Handling various administrative duties such as filing, etc.

Recruitment and training-related activities

• Preparing and translating job offers
• Posting job offers internally and externally (on the company website)
• Following up the whole recruitment process with internal and external partners
• Liaising with candidates during the recruitment process
• Preparing regular reporting on the on-going recruitment processes
• Organising training sessions with external partners, booking training rooms, following up staff queries
• Following up the training budget
• Interfacing with employees, managing the planning of training sessions

General support to the HR department

• Providing support to activities with the trade unions: organising meetings, preparing and dispatching documents for the meetings
• Assisting with the house move of expat employees
• Managing incoming and outgoing mail
• Preparing various documents using mainly Word and Excel
• Managing the internal database
• Translating documents (French-Dutch)

Profile

• Perfect bilingualism in French and Dutch (spoken and written) is required
• Bachelor in Human Resources or Office management/Languages
• Excellent IT knowledge, especially on Word, Excel and Access
• Minimum 5-8 years experience in a similar role and in an HR department
• Excellent organisational and communication skills, very good team spirit and stress resistance, ability to handle a high workload and to multitask

Offer

• Starting date: ASAP!
• A permanent, full-time contract
• A competitive salary with a very complete benefits package (including luncheon vouchers, eco-cheques, health and group insurance, benefits in kind, 39 holidays)
• The opportunity to work in a truly international & multicultural environment, in a company which is constantly evolving and within a fascinating sector!

Thank you for sending your application to Agnès Guilloux, Partner at Care4You. All applications will be handled with the utmost discretion. Please do not hesitate to contact us should you wish additional information!

Contact details Agnès: agnes@care4youconsult.com, GSM: 0489/062 392