For one of our clients, Robert Half is currently seeking an Office Coordinator (M/F/X) for a permanent position.
Our client is an international consulting firm specializing in public policy, advocacy, and communications. You will join a dynamic and stimulating work environment, surrounded by a young, energetic, and collaborative team. The company is located in Ixelles, in the Avenue Louise district, conveniently close to a metro station.
Your responsibilities as Office Coordinator (M/F/X) will include:
* overseeing office management, maintaining inventory of office supplies, managing office equipment, handling maintenance requests, and organizing/setting up meeting rooms or Zoom calls for meetings ;
* managing relationships with external facilities and maintenance providers, handling subscriptions with suppliers and online tools ;
* assisting partners/directors as needed to support business growth, including archiving, tracking payments, coordinating with subcontractors, preparing and supporting project files, and handling ad hoc requests (e.g., printing/signing key documents) ;
* ensuring the office is a welcoming and efficient workspace for both employees and visitors ;
* liaising with the payroll partner (SD Worx) by providing relevant employee information (e.g., absences, overtime, bonuses) ;
* maintaining accurate records of team schedules, including employee attendance, leave requests, and holidays ;
* providing administrative support for employee onboarding, such as preparing employment contracts, collecting documentation, and scheduling introductory meetings ;
* liaising with the finance team/management/SD Worx on new employee contracts, and with Brussels Formation for trainee (CIP) contracts ;
* answering employee/management queries regarding third-party and official systems ;
* supporting recruitment processes by coordinating interviews and managing the onboarding checklist with consultants.
The qualifications required for this Office Coordinator (M/F/X) position are:
* proven experience in office administration, preferably within the PR, communications, or creative industries ;
* bilingual proficiency in English and Dutch (written and spoken) ;
* proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with office management tools ;
* you are self-reliant, take ownership of your tasks, and have a solutions-oriented mindset ;
* excellent organizational skills and attention to detail, with a strong commitment to meeting deadlines ;
* ability to manage multiple tasks efficiently, prioritize effectively, and take a pragmatic approach ;
* strong communication and interpersonal skills, with the ability to work in a diverse and dynamic team ;
* you are positive, creative, and approachable.
What the client offers as Office Coordinator (M/F/X) :
* a permanent contract ;
* a work schedule ranging from part-time (3/5) to full-time, depending on the applicant's preference, flexibility is offered ;
* a gross salary based on your experience ;
* a role that promotes autonomy and initiative ;
* extra-legal benefits such as meal vouchers, reimbursement for public transport, eco-cheques, and a home office allowance for remote work ;
* a valuable experience in a small, international organization ;
* the possibility of remote working ;
* an office easily accessible by public transport.
Are you interested and do you meet the criteria for this position ? Send us your CV, and if you match our client's expectations, we will contact you as soon as possible !
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