Office Assistant

Medpace; Vlaams-Brabant; Sur place; EUR 28 000 - 34 000; Plein temps

Résumé du poste

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.

Responsabilités

• 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.

Connaissances

Fluent in Dutch

Fluent in English

Communication skills

Organizational skills

Formation

Associate's Degree or equivalent

Outils

MS Word

MS Excel

PowerPoint

Description du poste

Our global activities are growing rapidly, and we are currently seeking a full-time, office-based Office Assistant to join our team. If you want an exciting career where you use your previous expertise and can develop and grow your career even further, then this is the opportunity for you.

Responsibilities

• Under general supervision, provides support for local office administration and reception desk
• Use internal facilities management software to manage planned and reactive maintenance tasks
• Under direction of the Finance function, may support local invoice flow; receiving and managing all the coming invoices using internal finance/invoice management systems
• Greets visitors and controls the booking of meeting rooms, assisting with coordination of meetings or other events
• Coordinate administrative services including mail distribution, shipping and receiving, supply inventory, and front line office support including reception
• Coordinate administration of building property, apartments, and company vehicles
• Submit office expense invoices within allocated budget, escalating approval when necessary
• Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building and grounds
• Under supervision, responsible for coordination of all health and safety procedures for a local office
• Under direction of IT function coordinate management of office telephony needs, including mobile phones and printing services
• Provide reporting and information for country budget planning for facilities-related costs
• Develop understanding of appropriate Standard Operating Procedures (SOPs) and policies
• May be responsible for other projects and responsibilities as assigned

Qualifications

• Associate's Degree or equivalent or at least 2 years of experience in administrative services/office management
• Fluent in Dutch and English
• Basic knowledge in office management, Health and Safety, Risk Assessments and emergency procedures required
• Knowledge of MS Word, Excel, and PowerPoint
• Strong communication skills (both written and verbal)
• Excellent organizational and prioritization skills with a high attention to detail