Office and Front Desk Administrator

We are seeking a highly organised and service-oriented Office Coordinator to be the first point of contact for employees, visitors, and external partners. 

This role combines front desk duties, office administration, and event support, requiring strong organisational skills, attention to detail, and a professional, welcoming manner. The position requires full-time presence in the office.

The environment and practicalities:

• A professional, international team in a modern office just opposite a Tram stop. 
• This role would suit someone who likes working around people and to act as the face of the company when people arrive at reception. Equally, the office can be quiet 3 days per week when many employees work from home.
• Full time position: 9.00-17.00 with WFH on Wednesday and Friday afternoons.
• Salary: 3000-3200 euro gross + generous benefits package (including Group and Hospitalisation Insurance for you and your family)
  

Key Responsibilities:

Office Management / Reception

• Serve as the first point of contact: welcome visitors, manage calls, and provide general support.
• Oversee office supplies, manage access badges, and handle office maintenance requests.
• Coordinate with building management and service providers (maintenance, cleaning, security, etc.).
• Manage mobile phone contracts, office alarm systems, and related training.
• Handle incoming and outgoing mail, courier services, and transport bookings.
• Prepare meeting rooms and maintain common areas, including kitchen facilities.

Team & Event Support

• Provide logistical and administrative support to senior management and program teams.
• Arrange travel, accommodation, and restaurant bookings for meetings and events.
• Maintain a database of preferred suppliers (hotels, restaurants, transport providers).
• Coordinate the procurement of gifts, branded materials, and meeting supplies.
• Support in-house meetings: catering arrangements, room preparation, and on-site assistance.
• Assist with conference logistics (badges, lanyards, promotional items, accommodation).

• Minimum 2-3 years of previous experience in a similar administrative support position.
• A Bachelor degree is an asset but not a requirement - experience in the role is more important.
• Preferably a previous experience working in a corporate environment for an international company.
• Organisation & Attention to Detail: Strong ability to prioritise, plan, and manage multiple tasks while ensuring accuracy in all documentation.
• A ‘can do’, service-focused approach based around proactivity and problem-solving.
• Flexibility within the role and happy to tackle smaller, sometimes mundane tasks.
• Fluent English (French or Dutch are an asset)