Dynamic Office & Facilities Coordinator

Medpace; Vlaams-Brabant; On-site; EUR 28,000 - 34,000; Full time

Job summary

Medpace in Belgium is seeking a full-time, office-based Office Assistant to join our team. You will support local office administration and reception, assist with facilities tasks, and help manage invoices and vendor relations.

The ideal candidate has an Associate's Degree or equivalent (or 2 years in admin), fluent Dutch and English, and strong organizational skills. Proficiency in MS Word/Excel/PowerPoint and knowledge of health and safety procedures are essential.

Qualifications

• Associate's Degree or equivalent (or at least 2 years in administrative services/office management).
• Fluent in Dutch and English.
• Basic knowledge in office management, Health and Safety, Risk Assessments and emergency procedures.
• MS Word, Excel, and PowerPoint proficiency.
• Strong written and verbal communication, with excellent organizational skills.

Responsibilities

• Provide support for local office administration and reception desk.
• Use facilities management software to plan and manage maintenance tasks.
• Support local invoice flow and process incoming invoices.
• Greet visitors and coordinate meeting room bookings.
• Coordinate mail, shipping, inventory, and front-line office support.
• Assist with building property, apartments, and company vehicles administration.
• Submit office expense invoices within budget and escalate as needed.
• Maintain relationships with service vendors and landlords for building upkeep.
• Assist with health and safety procedures for the office.
• Coordinate IT needs for telephony, mobile devices, and printing services.
• Support country budget reporting for facilities costs.
• Assist with SOPs and office policies; take on additional projects as needed.

Skills

Fluent in Dutch

Fluent in English

Communication skills

Organizational skills

Education

Associate's Degree or equivalent

Tools

MS Word

MS Excel

PowerPoint

Job description

Medpace in Belgium is seeking a full-time, office-based Office Assistant to join our team. You will support local office administration and reception, assist with facilities tasks, and help manage invoices and vendor relations.

The ideal candidate has an Associate's Degree or equivalent (or 2 years in admin), fluent Dutch and English, and strong organizational skills. Proficiency in MS Word/Excel/PowerPoint and knowledge of health and safety procedures are essential.