Office Manager and Admin Support

|In Jobs

|By Tiffany Wu

Location: Mechelen, Belgium
About Spectricity
Spectricity was incorporated in 2018 as a spin-off from imec, a leading R&D center in nanoelectronics and digital technologies in Belgium. Since then, we have been developing low-cost, miniaturized multispectral sensing solutions with the mission to bring this technology into high-volume consumer and industrial devices. Our applications extend across wearables, smartphones, security, automotive, biomedical health, smart gardening, food analysis, color sensing, and smart object recognition.

We are an internationally growing team of technologists, engineers and application experts who work together every day to build innovative solutions. Our culture is open, supportive and strongly focused on collaboration. We believe in ownership, a hands-on mindset and giving people the space to grow.

Our headquarters are located in Mechelen, Belgium, and we also have an office in Shanghai, China. As a fast-growing scale-up, we combine strong technological foundations with the dynamic environment of a company that is innovating and expanding globally.

Within our dynamic and multidisciplinary organization, we are now looking for an enthusiastic
Office Manager and Admin Support
to join our Finance team.

Your Main Responsibilities
You make sure everything runs smoothly behind the scenes. From purchasing and logistics to office management, travel arrangements and admin: you keep the organization sharp and support colleagues wherever needed.

• Procurement & Purchasing Support

• Create and process Purchase Orders, including supplier data entry, internal approval requests, and follow-up in line with company procedures

• Monitor and track orders: delivery dates, reception of goods, and purchase conditions
• Manage company credit cards and related purchases
• Support the Sales team by entering customer information, preparing quotations, proforma invoices, and invoices, and ensuring proper follow-up
• Process and track legal documents such as NDAs and Loan Agreements
• Check incoming shipments, compare received items with Purchase Orders, and arrange returns when necessary
• Follow up on supplier invoices and provide spending reports per project
• Prepare international shipments, create shipping documents, track goods in internal databases, and verify related invoices

• Manage storage and inventory tracking to ensure accurate stock levels and timely replenishment

• Office & Administrative Management

• Manage office spaces, supplies, and daily contact with Building Management

• Work closely with Finance to follow up on supplier invoices and provide spending reports per project
• Take ownership of the office management budget and manage it responsibly and transparently
• Coordinate the company car fleet together with HR
• Organize team events and company-wide activities
• Process employee expenses and ensure correct and timely reimbursement
• Support HR with onboarding, employee benefits, and recognition initiatives
• Handle travel arrangements, including hotel bookings, flights, and train tickets
• Provide general administrative support such as welcoming visitors, preparing Board Meetings, and managing reservations

• Offer administrative support to our office in China

• Additional Responsibilities

• Track and manage supplier contracts, including renewals, pricing updates, and service level agreements

• Improve, document, and streamline internal processes
• Act as a point of contact for facilities and safety: access badges, building procedures, incident follow-up, and basic safety compliance

Your Profile, Skills, And Talents

• You have a Bachelor's or Master's degree, or equivalent experience gained through a proven track record
• You have at least two years of experience in an administrative, procurement, or office management role
• You are familiar with business administration and basic procurement best practices
• You communicate fluently in English, and a basic knowledge of Dutch and, optionally, Chinese is an asset
• You work accurately, enjoy structure, and keep a clear overview, even when several tasks run in parallel
• You have solid digital skills and feel confident working with tools such as Excel, ERP or purchasing systems, CRM tools, and travel platforms

You Will Help Us Be Successful When

• You are a strong team player who can build constructive collaboration through open discussion, enthusiasm, and professionalism
• You are result-driven and eager to improve processes while staying self-critical and willing to learn
• You are proactive, hands-on, and have a strong problem-solving mindset
• You have excellent organizational skills and can prioritize effectively
• You remain calm during busy periods, handle last-minute changes smoothly, and take ownership of your responsibilities
• You communicate clearly and professionally with suppliers, colleagues, and external partners
• You show a service-oriented attitude and enjoy supporting others across different teams

What Spectricity Offers

• An exciting position in a dynamic start-up environment with a highly motivated, multidisciplinary team
• The opportunity to be entrepreneurial and creative, shaping the future of a fast-growing company
• International exposure in Europe, Asia, and the US

• A competitive salary with a comprehensive benefits package, including:

• Meal vouchers

• Expense allowance
• Option for a company car
• Commuting allowance
• Bonus scheme
• Group insurance
• Hospitalization insurance
• Outpatient insurance

• 12 additional ADV days on top of statutory holidays

• An inspiring workplace in the center of Mechelen, within walking distance of the train station

Ready to make an impact?
Apply now and become part of Spectricity's growth journey.