Management Assistant

Wiggli; Gent; On-site; EUR 35,000 - 52,000; Full time

Job summary

Wiggli in Gent is seeking a Management Assistant to support daily operations and real estate projects. You will organize office processes, manage invoices, maintain records, and coordinate with buyers, client managers, and notaries to ensure smooth project execution.

The ideal candidate is highly organized, proactive, and discreet, capable of handling confidential information, and able to work independently.

Qualifications

• Broad administrative experience with ability to manage multiple processes.
• Strong proficiency with Excel and Outlook; comfortable with enterprise tools.
• Experience with Exact Online or SharePoint is a plus.

Responsibilities

• Manage office administration, scheduling, mail handling, travel, and vendor follow-up.
• Process invoices in Exact Online and monitor project costs.
• Maintain buyer files, deeds, VAT documents, and invoicing records; coordinate with clients and notaries.
• Support project activities, including work orders, plans, handovers, and syndicate coordination.
• Manage digital document storage and tax/complaint/damage files; support interim staff.

Skills

Administrative experience

Excel

Outlook

Exact Online

SharePoint

Discretion

Independent worker

Communication

Organizational skills

Tools

Exact Online

SharePoint

Excel

Outlook

Job description

Job Description

We are a dynamic real estate firm committed to developing quality projects that combine strong results with sustainable added value for our environment, clients, and partners. We work with a driven team that places entrepreneurship, responsibility, and collaboration at the center of everything we do. To support our continued growth, we are seeking a Management Assistant to provide comprehensive administrative support for our daily operations and real estate projects. In this role, you will be the backbone of our office operations, managing critical administrative functions, financial processes, sales documentation, and project coordination. Your work will directly enable our teams to focus on strategic initiatives while you ensure all operational details run smoothly and efficiently.

Key Responsibilities:

• Manage office administration and mailbox operations, including scheduling, mail handling, purchase orders, and vendor follow-up; organize meetings, training sessions, and business travel arrangements
• Process invoices in Exact Online, monitor project costs, prepare payment lists, and handle invoice corrections and financial documentation
• Maintain sales and customer administration records, including buyer files, deeds, VAT documents, payment schedules, change orders, and final invoicing; coordinate with buyers, client managers, and notaries
• Provide administrative support for project activities, including work orders, plan requests, handovers, and syndicate coordination; keep project overviews current and accurate
• Manage digital document storage, e-Box access, user permissions, and follow up on tax, vacancy, complaint, and damage files
• Handle practical administrative tasks related to interim staff and student job placements

Candidate Profile

We are looking for candidates who bring broad administrative experience and a preference for working independently with strong organizational discipline. You should be someone who structures work effectively, prioritizes competing demands, and follows files meticulously and autonomously. You take initiative, adapt quickly between different tasks, and communicate clearly and professionally while handling confidential information with discretion.

Experience & Expertise Required:

• Proven experience in a broad-based administrative role with demonstrated ability to manage multiple processes simultaneously
• Strong proficiency with Excel, Outlook, and standard digital applications
• Experience with Exact Online, SharePoint, or similar enterprise systems is a plus
• Background in construction or real estate sector is desirable but not essential

Qualities & Work Approach:

• Highly organized and detail-oriented with the ability to prioritize and manage competing deadlines
• Independent worker who takes initiative and follows through on tasks without constant supervision
• Clear, friendly communicator who builds positive working relationships across teams
• Discreet and professional in handling sensitive and confidential information
• Flexible and responsive, able to shift between different administrative functions and project needs

Role Impact & Success:

As a Management Assistant, you will play a vital role in ensuring operational excellence and enabling our teams to deliver quality projects on schedule. Your attention to detail and organizational discipline will directly contribute to the smooth execution of our real estate initiatives and the satisfaction of our clients and partners.