Admin & Data Officer

Jobloom; Brussel; Hybride; EUR 38 000 - 52 000; Plein temps

Résumé du poste

Silversquare is seeking a meticulous Admin & Data Officer (Contract Care Officer) to oversee contract management, billing, and financial documentation across the network. You will work with the Data & Performance Manager, Finance team, and Workplace & Sales colleagues to ensure accurate, compliant processes.

Split between Silversquare TBD locations and another coworking site, you will handle contracts, invoices, and offboarding with empathy and CARE values, driving clarity and efficiency in

Qualifications

• Fluency in French and/or Dutch with strong English.
• Experience with CRM and invoicing systems.
• Proactive, process-driven with attention to detail.

Responsabilités

• Manage contract and membership administration.
• Process monthly billing runs and ensure accuracy.
• Handle contract changes and amendments.
• Support offboarding, deposits, and final billing.
• Maintain digital member files and templates.

Connaissances

French language fluency

Dutch language fluency

English proficiency

Outils

CRM systems

Invoicing software

Microsoft Office

Description du poste

Purpose of the Role

The Contract Care Officer (CCO) ensures that all administrative, contractual, and billing processes across the Silversquare network are executed with precision, consistency, and CARE.

CARE is the cultural foundation guiding all interactions and processes:

• C – Connect: Build reliable, trust-based relationships with members and internal teams through clear communication.
• A – Act: Anticipate administrative needs, respond quickly, and solve issues proactively.
• R – Refine: Continuously improve workflows, documentation, and administrative quality.
• E – Elevate: Contribute to a smooth, transparent, and frictionless customer journey by delivering excellence in all back-office processes.

The Contract Care Officer strengthens the operational and financial backbone of Silversquare by ensuring clarity, compliance, and accuracy across all contract-related workflows.

About The Role

The Admin & Data Officer is a central administrative expert, supporting coworkings through precise contract management, accurate billing, and transparent financial documentation. You work closely with:

• The Data & Performance Manager (your direct manager)
• Finance & Accounting team
• Workplace Advisers & Workplace Experience Managers
• Sales & Operations teams

You ensure that every contract, amendment, invoice, and offboarding is handled with rigor, empathy, and alignment with Silversquare standards.

Your presence is split between Silversquare TBD in team (3 fixed days per week for processing, coordination, and team work) and another coworking location for the remaining days to stay connected with daily field realities.

Key Responsibilities

• Contract & Membership Administration
• Prepare, update, and follow up on all member contracts and addenda.
• Guarantee compliance with Silversquare’s CGV, pricing policy, and contractual frameworks.
• Maintain complete and accurate digital member files.
• Process contract changes (upgrades, downgrades, extensions, transfers, indexations,...) in a structured and timely manner.
• Clarify contract terms to Workplace Advisers and support them in complex cases.
• Billing & Financial Accuracy
• Execute monthly bill runs and financial checks across all locations with maximum accuracy.
• Ensure proper invoicing of recurring charges and additional services (meeting rooms, virtual offices, events, add-ons…).
• Align invoicing with signed contracts, usage records, and internal pricing policies.
• Collaborate with the Finance team to investigate discrepancies and implement corrections.
• Provide members with clear, empathic explanations of billing logic when needed.
• Recovery & Payment Follow-Up
• Monitor outstanding payments and manage structured follow-up steps.
• Coordinate with coworking teams for sensitive recovery cases.
• Track payment plans, conversations, and outcomes with precision.Maintain a firm yet respectful tone aligned with Silversquare’s CARE values.
• Termination & Offboarding
• Prepare and process termination forms in full compliance with contract terms.
• Coordinate with coworkings for smooth offboarding logistics.
• Manage final billing, deposit settlements, and file closure.
• Ensure all steps are documented, transparent, and properly archived.
• Compliance & Process Improvement
• Ensure uniform application of administrative standards across all coworkings.
• Identify recurring pain points and propose simple, operational improvements.
• Update templates, internal checklists, and administrative guidelines.
• Collaboration & Internal Support
• Act as the administrative reference point for coworking teams.
• Work closely with the Data & Performance Manager to support reporting accuracy and operational insights.
• Contribute to internal controls and data quality checks.
• Improve cross-team communication between Finance, WX, Sales, and Operations.

Your Profile

• Extremely organized, accurate, and comfortable managing complex administrative workloads.
• Service-minded, patient, and respectful — even in sensitive financial contexts.
• Confident with recurring monthly cycles and operational deadlines.
• Comfortable with numbers, contracts, and financial logic.
• Proactive, problem-solving mindset with a desire to refine processes.
• Team player who also takes full ownership of administrative tasks.
• Fluent in French and/or Dutch, with solid English.
• Skilled in digital tools (CRM, invoicing systems, Microsoft Office).

Success Indicators

• Accurate, timely, and error-free monthly bill runs.
• Reduction in billing errors, corrections, and escalations.
• Smooth contract flows and compliance with CGV and pricing policy.
• Improved recovery performance and structured follow-up.
• Smooth offboarding experiences with minimal disputes.
• Positive internal feedback from coworking teams and managers.
• Better standardization and efficiency across the administrative ecosystem.