Junior Office Manager

Vulcain Engineering Group | Belgium; Brussel Hoofdstad; On-site; EUR 33,000 - 38,000; Full time

Benefits offered by this job

Meal vouchers

Eco cheques

Insurance

Transport allowance

Job summary

Vulcain Engineering Group in Brussels is seeking a Junior Office Manager to oversee and support administrative operations across our Belgian entities. You will manage the day-to-day office, coordinate IT and facilities, handle suppliers and contracts, and support employee lifecycle activities within the HR Back Office team.

The role offers an on-site, full-time position with opportunities to improve processes, organize internal events, and ensure a smooth, well-ordered working environment for

Qualifications

• Bachelor’s degree in Office Management, Business Administration, or equivalent.
• Fluent in Dutch and English; French is an asset.
• Strong organizational skills and reliability.
• Proactive, solution-oriented mindset with multitasking abilities.
• Proficient in Microsoft 365 and Excel, with discretion with confidential information.
• Valid Category B driving licence required.

Responsibilities

• Run day-to-day office operations: IT equipment on hand, cards, snacks, supplies.
• Manage supplies, mail, meeting rooms, and ad-hoc stakeholder requests.
• Maintain building relationships, access, and facilities services.
• Manage supplier contracts, invoices, and inventory of office equipment.
• Coordinate IT fleet, access control, and SharePoint/mailbox administration.
• Plan and execute internal events within budget and scope.
• Support employee lifecycle tasks pre-arrival to offboarding.
• Monitor health, safety, and wellbeing; act as first point of contact.

Skills

Dutch (Fluent)

English (Fluent)

French (Asset)

Organizational skills

Multitasking

Prioritization

Microsoft 365

Excel

Stakeholder interaction

Driving licence

Education

Bachelor’s degree in Office Management, Business Administration, or equivalent

Tools

Microsoft 365

Excel

Job description

We are looking for a Junior Office Manager to oversee and support administrative operations across our BENE entities of the Vulcain Engineering Group, based in Brussels.

Reporting directly to the HR Manager of Vulcain Engineering Belgium and collaborating closely with the Operations and administrative teams across subsidiaries of Vulcain Group, you will play a pivotal role in managing all administrative and operational issues.

As Office Manager, you own the working environment and the practical side of the employee experience. You make sure that the offices run, that people have what they need to work from day one, and that suppliers, equipment and internal life are managed reliably. The role part of the HR Back Office team and is fully accountable for its own scope: it is a peer to the HR colleagues with its own decision perimeter.

ABOUT THE POSITION:

1. Office operations

• Run the day-to-day office: IT equipment on hand, business cards, snacks, fruit and beverages, supplies and consumables.
• Order and replenish supplies; keep stock at the right level without over-ordering.
• Handle incoming and outgoing mail, couriers and deliveries, ensuring timely and accurate distribution.
• Manage meeting rooms, room bookings and shared equipment.
• Handle ad-hoc requests from internal and external stakeholders.
• Propose improvements to administrative and operational processes

2. Building & facilities

• Manage the day-to-day relationship with building management: interventions, works, cleaning quality, access and parking.
• Report issues, follow them through to resolution and keep the HR Manager informed on anything recurring or costly.
• Prepare the information needed for services reviews.

3. Suppliers, contracts & inventory

• Manage day-to-day contact with the supplier portfolio: cleaning, catering and coffee, fruit, security, maintenance, waste, printing, office supplies and telecom.
• Track service quality and raise issues with suppliers directly. · Maintain the supplier and contract file: contract end dates, notice periods and renewal deadlines - and alert the HR Manager in time to trigger a review.
• Maintain the equipment inventory: hardware, furniture, telecom lines and mobile subscriptions.

4. IT, equipment & access

• Manage the IT fleet in coordination with IT support: orders, allocation, returns, repairs and inventory.
• Manage the telecom contract (Orange): SIM cards, lines and platform updates.
• Manage access badges: creation, allocation and deactivation.
• Administer SharePoint access and shared mailboxes, applying the access rules defined with HR and IT.

5. Events & internal life

• Own the annual internal events calendar: team events, seasonal celebrations, anniversaries, all-hands meetings and site-level initiatives.
• Run internal events end to end within the agreed budget and format: concept, venue, suppliers, logistics, communication and post-event follow-up.
• Organise team activities together with the Business Units.
• Handle logistics for corporate events: rooms, catering, materials.

6. Employee lifecycle: practical support

• Pre-arrival: prepare the workstation, order the equipment and issue the access badge.
• Onboarding: office tour, supplies and practical set-up on day one; deliver the practical premises and safety briefing.
• Offboarding: contribute to the offboarding checklist alongside HR, collect equipment, badge and vehicle, and ensure all access is deactivated.
• Update employee data across the office tools and platforms, in liaison with the HR team.

7. Health, safety & wellbeing

• Manage the safety of the premises: first-aid kits, PPE, mandatory postings and practical safety equipment.
• Organise the annual evacuation drill in coordination with the Internal Prevention team.
• Be an approachable first point of contact for employees on practical and day-to-day matters, and pass anything personal or sensitive to HR.

8. Budget & administrative support

• Track the office and events budget in a monitoring file; report deviations early to the HR Manager and the Business Units.
• Chase missing documents and pass them to Finance.
• Order within the defined spending limit; anything above goes to the HR Manager.
• Provide general administrative support: document preparation, filing, follow-up of recurring deadlines.

ABOUT YOU:

• Bachelor’s degree in Office Management, Business Administration, or equivalent (internship or student work experience is a plus, but not required).
• Fluent in Dutch and English; French is an asset.
• Strong organizational skills, reliability, and ability to meet deadlines.
• Proactive, solution-oriented mindset with excellent multitasking and prioritization abilities.
• Service-minded, adaptable, quick learner, and comfortable interacting with stakeholders at all levels in an international environment.
• Proficient in Microsoft 365 and Excel, with a high level of discretion when handling confidential employee information; valid Category B driving licence required.

ABOUT US:

Vulcain Engineering is a group specialized in the energy sector that supports companies active in Renewable & Nuclear Energy, Gas & Infrastructure through our Study Offices and Consultancy services. Vulcain Engineering Group is positioned as a transformation partner thanks to its ultra-specialization in strategic sectors which positively impact the transformation of our society and supports its clients in their transformation towards more sustainable and responsible models. Vulcain supports its clients throughout the entire life cycle of their projects, from design to commissioning, by integrating constructability and safety requirements right from the design phase.

In Belgium, our activities focus on consultancy services, delivering expertise in three main areas:

• Energy/Infrastructure
• Gas Renewables & Processes
• Life Sciences

With headquarters based in Brussels, and clients spread all over the country, we address key projects in the Belgian industry, offering our consultants the opportunity to work on challenging topics and discover different areas during their time at Vulcain.

Why would you apply?

• An annual gross salary ranging from 32 500€ to 37 500€ (depending on experience) paid over 13,92 months and advantages such as 60€ net fees, insurances, meal vouchers, eco cheques, reimbursement of transport allowance.
• An impactful and central role with a variety of tasks and responsibilities within an international dynamic work environment
• Full-time position, on-site presence required with flexibility for homeworking.
• Occasional peaks around arrivals and departures, internal events and end-of-year activities.