Office Administrative Assistant

OFFICE & ADMINISTRATIVE ASSISTANT

Role

idloom — a fast-growing Belgian SaaS scale-up specialized in event management and digital credentialing — is looking for a reliable, hands-on Office & Administrative Assistant to support our daily operations.

You’ll ensure that everything runs smoothly behind the scenes: from office logistics and supplier follow-up to payments, HR administration, and small marketing tasks.

We’re looking for someone conscientious, dependable, and proactive, who takes ownership of their tasks and executes them with accuracy and efficiency — someone we can fully rely on to get things done.

Activities & responsibilities

Office Operations

• Order and maintain office supplies, snacks, drinks, IT stock, etc.
• Keep the office tidy and functional (heating, badges, alarm, cleaning coordination)
• Receive and manage mail, deliveries, and packages
• Manage supplier relationships (orders, invoices, delivery follow-up)
• Prepare small internal events or afterworks (e.g. Friday drinks, birthdays, team breakfasts)
• Arrange travel bookings and logistics for conferences or fairs
• Occasionally greet visitors or manage incoming calls
• Take care of small day-to-day needs (first aid box, fruit basket, dishwasher when needed)

Administration

• Receive and process daily payments
• Follow up on late payments and update supplier files
• Encode and prepare invoices
• Coordinate with accountant (Revolut, Stripe, monthly reports)
• Manage petty cash and bank transfers
• Track company subscriptions (e.g., phone, internet) and renewals
• Support the HR cycle:
• Publish job offers and prepare employment contracts
• Organize interviews and onboarding logistics
• Prepare and encode payroll documents (absences, holidays, medical certificates, etc.) and coordinate payment with the payroll provider
• Manage eco-cheques, car fleet, and insurance-related matters
• Support other administrative or HR tasks and make sure nothing is left undone

Marketing assistance

• Assist Product Owner and sales team in various marketing initiatives
• Post social media content

Profile requirements

Self-behavior

• Reliable, rigorous, and detail-oriented — gets things done properly and on time
• Conscientious and discreet, with a strong sense of responsibility
• Proactive but respectful of scope — knows when to act and when to ask
• Team player with a positive, solution-oriented attitude
• Trustworthy and confidential, especially with HR and financial information
• Comfortable working in a small, dynamic, international team

Qualifications

• Bachelor’s degree or equivalent experience in administration, office management, or HR assistance
• 2–5 years of relevant experience in a similar operational role
• Excellent command of English and French, both written and spoken
• Strong administrative and planning skills, able to multitask and prioritize effectively
• Attention to detail and a strong sense of follow-through
• Basic understanding of accounting and HR/payroll processes

Why join idloom

• Join an award-winning SaaS company with international reach
• Work in a flexible, friendly, and trust-based environment
• Be part of a small, passionate team where your contribution truly matters
• Grow within a culture that values precision, autonomy, and collaboration.