Office Coordinator

NTT DATA Europe & Latam; Brussel Hoofdstad; Sur place; EUR 45 000 - 65 000; Plein temps

Avantages offerts par ce poste

Flexible Mobility Budget

Medical insurance for you and your fam

Life insurance

Teleworking equipment + internet

Résumé du poste

NTT DATA Belgium is seeking a structured, proactive Office Operations Coordinator to support facilities operations across the Benelux region. You will handle day-to-day coordination, supplier management, occupancy data, and budget follow-up to ensure smooth workplace experiences.

You will work closely with the Country Head, coordinating with internal teams and external partners to maintain service quality, track costs, and implement improvements across offices in Belgium, the Netherlands, and

Qualifications

• 3–8 years of experience in facilities management or office management.
• Experience coordinating external suppliers, service providers, and multiple internal stakeholders.
• Strong organisational skills and a structured approach to planning, follow-up, and documentation.
• Hands-on, proactive, service-oriented mindset with ownership and accountability.
• Good analytical skills working with occupancy data, costs, and reporting.
• Fluency in English and French; Dutch is a plus.

Responsabilités

• Coordinate day-to-day facilities and workplace activities across the Benelux offices.
• Follow up on maintenance, cleaning, office services, and building-related issues.
• Liaise with service providers and landlords to ensure timely resolution of issues.
• Monitor service continuity, escalate incidents, and identify improvement opportunities.
• Maintain regular contact with facilities providers, landlords, and vendors.
• Monitor service delivery and track outstanding actions and dates.
• Coordinate supplier commitments and document resolutions within timelines.
• Collaborate with the Country Head on supplier changes and risk management.
• Contribute to consistent service quality across the region.

Connaissances

Facilities management

Office coordination

Stakeholder management

Documentation

Analytical skills

English & French fluency

Dutch language a plus

Description du poste

As a global leader in business and technology innovation, we work with top organizations worldwide to deliver solutions that create meaningful impact.

With 190,000+ professionals across 70+ countries, we blend deep expertise with a culture that values learning, curiosity, and collaboration.

We lead transformation and deliver secure, innovative, industry-specific solutions that move businesses forward. Our people drive everything we achieve, they think bold to deliver the outcome while ensuring every voice is heard.

About the Role

NTT DATA is looking for a structured, proactive, and service-oriented Office Operations Coordinator to support workplace and facilities operations across the Benelux region.

The position combines hands-on operational coordination, supplier management, workplace experience, occupancy monitoring, and budget follow-up. It requires someone who takes ownership of follow-up, keeps information accurate and traceable, coordinates effectively with internal and external stakeholders, and knows when to escape issues or risks.

You will initially work closely with the Country Head, receiving guidance on decision-making, stakeholder management, budget interpretation, and the preparation of real estate business cases.

Your Role

1. Facilities & Workplace Operations

• Coordinate day-to-day facilities and workplace activities across the assigned Benelux offices.
• Follow up on maintenance, cleaning, office services, building-related issues, and other workplace requirements.
• Liaise with service providers and building management to ensure timely resolution of operational issues.
• Monitor service continuity, identify recurring problems, and elevate incidents or service gaps when necessary.
• Maintain regular operational contact with facilities service providers, landlords, building managers, and local workplace vendors.
• Monitor service delivery, outstanding actions, incidents, and opportunities for improvement.
• Follow up on supplier commitments and ensure that issues are documented and resolved within agreed timelines.
• Coordinate supplier-related matters and elevate proposed changes, recurring issues, or service concerns to the Country Head.
• Contribute to maintaining effective supplier relationships and consistent service quality across the region.

3. Occupancy Data & Space Coordination

• Maintain and regularly update occupancy data for the assigned offices.
• Support seating arrangements, space utilization monitoring, and coordination of workplace changes.
• Consolidate information on office occupancy, space requirements, and usage trends.
• Identify potential space optimisation opportunities and provide relevant operational data to support decision-making.
• Ensure that occupancy information is accurate, up to date, and available for operational reporting and real estate planning.

4. Workplace Experience & Employee Satisfaction

• Act as a local point of coordination for workplace-related questions and operational needs.
• Gather and communicate employee feedback concerning office facilities, services, and the working environment.
• Identify practical improvements to enhance employee satisfaction and the day-to-day workplace experience.
• Support the communication and implementation of workplace guidelines, office procedures, and service information.
• Coordinate with relevant internal teams to address workplace concerns and promote a professional, welcoming, and efficient office environment.

5. Budget Monitoring & Operational Reporting

• Support the Country Head in monitoring facilities and workplace-related costs across the assigned perimeter.
• Track supplier expenses, service-related spending, and relevant budget inputs.
• Prepare regular operational updates, cost summaries, and budget follow-up information.
• Identify and flag discrepancies, potential overspending, cost risks, or other deviations requiring attention.
• Coordinate with Finance, Procurement, and Economic Operations when necessary, ensuring that the relevant approval and validation processes are respected.
• Maintain clear documentation to support cost tracking, reporting, and operational decisions.

6. Cross-Functional Coordination & Continuous Improvement

• Act as an operational point of contact between local offices and relevant corporate functions, including Real Estate & Physical Security, Finance, Procurement, Legal, IT Workplace, and People / Health & Safety.
• Coordinate actions across stakeholders to ensure clear responsibilities, timely follow-up, and effective resolution of issues.
• Maintain operational trackers, documentation, and handover information to support continuity and transparency.

Your profile:

• 3–8 years of experience in facilities management, or office management role.
• Experience in facilities management, workplace operations, office management, operational coordination, or a related field.
• Strong organisational skills and a structured approach to planning, follow-up, and documentation.
• Experience coordinating external suppliers, service providers, and multiple internal stakeholders.
• A hands‑on, proactive, and service‑oriented mindset, with a strong sense of ownership and accountability.
• Good analytical skills and the ability to work with operational data, occupancy information, costs, and reporting.
• Strong follow‑up discipline, attention to detail, and the ability to maintain accurate and traceable records.
• Fluency in English & French, Dutch is a plus.

A collaborative and supportive culture

We foster an environment where curiosity, innovation, engagement, and teamwork are celebrated. Our peoplefirst philosophy is one of the core reasons we continue to be recognized globally.

Access a structured training path, ongoing learning resources, annual performance reviews, and a dedicated mentorship program — all designed to help you grow professionally and take on new challenges.

Work–life balance supported by our BeFlex policy

As a company, we embrace a BeFlex approach that empowers our people with a level of flexibility in how they manage their workday.

We are proudly certified as a Global Top Employer acknowledging our commitment to being a place where people can grow and thrive.

Your mental wellbeing matters. Employees have access to certified psychologists and online mental health workshops.

Diversity, Equity & Inclusion

We are committed to creating a workplace where everyone can thrive, regardless of gender, nationality, sexual orientation, disability, age, or background. Inclusion is part of who we are and how we work.

Upon receiving an interview, you may request accommodation for any accessibility needs.

Benefits at NTT DATA Belgium :

• Flexible Mobility Budget
• Medical insurance for you and your family
• Life insurance
• Teleworking equipment + internet allowance