Parttime Office support FR/ANG H/F/X

Functie

For one of our client in the lobbying , we are actively looking for an administrativre clerk Supporting the departments in their daily work i.e.:

● General secretariat administration (filing, agenda management,timesheets, travel bookings, mail, email and answering telephone etc).

● Support to accounting department (invoices and credit card statements)

● Support on human resources (relation with social secretariat, salaries,leave requests, Sodexo orders, drafting contracts, following up on insurance record, Prevention and Protection at Work reports and

answering questions from staff unfamiliar with Belgian social law)

● Assist with general administrative support to the company, including correspondence, note-taking, and coordination of both international and local events

● Maintaining project systems, databases, trackers and filing;

● Formatting key documents;

● Completing relevant project documentation;

● Creating and updating Excel spreadsheets as requested;

● Logging and tracking all project documentation;

● Assisting in organizing and following-up online or in-person meetings and dealing with related logistical arrangements (booking calendars,preparing documents, drafting minutes, etc.)

● Supporting in doing budget checks;

● Supporting the organization of travel and logistics for projects.

● Supporting in supplier management, negotiation and review of commercial conditions (Terms & Conditions (T&C) for new suppliers, bank details (verification of details for payment);

General office management (liaison with proprietor, IT services and licenses, office/kitchen supplies, cleaning company and other suppliers)

● Contact point for suppliers (bank/payment related details, T&C and issues).

● Supporting in the organization of events

Jouw profiel

● Relevant university education and at least 1 years of relevant professional experience in an administration-related area

● Good command of English and french

● Knowledge of and experience in working with MS Office applications

● Knowledge of and experience with running online meetings via applications like Zoom and MS Teams;

● Experience or training in managing day-to-day administration

● Good IT admin skills (Microsoft 365, NAS access, basic troubleshooting etc.)

● Experience in event organization and preparation

Skills:

● Ability to work to deadlines and follow-up on tasks – comfortable in setting and sticking to own deadlines and responding to others'

● Flexibility, service-oriented attitude, start-up mentality and good judgment;

● Courteous approach, attention to detail, reliability, tact and discretion;

● Ability to ensure that matters are dealt with efficiently, effectively and in a timely manner, paying attention to detail and with the ability to

work to demanding deadline

● Organizational skills;

● Interpersonal and intercultural skills;

● Able to prioritize, to work effectively under pressure and to deliver on allocated tasks within tight deadlines;

● Action-orientated and responsible attitude;

● Flexible, “can-do” attitude and able to adapt to a constantly changing workflow

• Telefonische oproepen aannemen
  Doorverbinden naar de gevraagde gesprekspartners
  Een boodschap noteren
• Brieven, tabellen, ... invoeren volgens instructies
• Administratieve dossiers samenstellen
  Gegevens, de actualisatie van gegevens, terugzendingen of aanmaningen controleren
• Personen onthalen en hun vraag identificeren
• Kopieerwerk verrichten
• Briefwisseling registreren, sorteren, frankeren
• Documenten coderen, klasseren en archiveren
• De voorraad opvolgen, tekorten vaststellen
  Bestellingen plaatsen

Aanbod

Preferred entry date: as soon as possible

Contract specifications: Part time permanent contract (75%)

The position is based in Brussel ( easy access with the transport)

A dynamic environment

Solliciteren

Magalie Zola Ubelanga
3225138755