Office Coordinator

Via Licensing Corporation; Vlaams-Brabant; On-site; EUR 40,000 - 52,000; Full time

Job summary

Dolby is seeking an Office & Site Operations professional to oversee Leuven's on-site functions, employee experience, and administrative workflows. You will coordinate facilities, events, travel, onboarding, and fleet management while collaborating with global teams to ensure a productive office environment.

The role emphasizes hands-on service, strong organization, and proactively solving everyday office challenges to foster a positive workplace culture.

Qualifications

Responsibilities

• Primary Office Interface: serve as the central point for internal and external office matters, greet visitors, manage guest protocols, and coordinate day-to-day operations.
• Site Council Member: represent Leuven site office matters and culture in council discussions.
• Workplace Excellence: maintain a clean, professional office environment and manage supplies and aesthetics for collaboration.
• Employee Care: manage on-site snacks, drinks, and social perks to create an inviting base for staff.
• Stakeholder Coordination: liaise with building management, external vendors, and internal teams (Workplace, IT, People, Finance).
• Health, Safety & Security: support health and safety initiatives and act as First Aid Officer for Leuven, manage access and facility repairs.

Job description

Join the leader in entertainment innovation and help us design the future. At Dolby, science meets art, and high tech means more than computer code. As a member of the Dolby team, you’ll see and hear the results of your work everywhere, from movie theaters to smartphones. We continue to revolutionize how people create, deliver, and enjoy entertainment worldwide. To do that, we need the absolute best talent. We’re big enough to give you all the resources you need, and small enough so you can make a real difference and earn recognition for your work. We offer a collegial culture, challenging projects, and excellent compensation and benefits.

Key Responsibilities

Office & Site Operations

• Primary Office Interface: Serve as the central point of contact for all internal and external office-related matters. This includes acting as the "front of house" for greeting visitors and managing guest protocols, while also serving as the primary lead for day-to-day operations, facility maintenance, and coordination with external parties, couriers, and local suppliers.
• Site Council Member: Participate as a member of the Leuven site council and represent matters relevant to the office and culture of the organization.
• Workplace Excellence: Maintain a clean and professional office environment, including the management of office supplies, plants, and general aesthetics to ensure the space supports collaboration and productivity.
• Employee Care: Curate the "on-site experience" by managing snacks, drinks, and social perks (e.g., fruit baskets, coffee machine maintenance) that make the office a high-energy and inviting home base.
• Stakeholder Coordination: Liaise with building management, external vendors (such as the cleaning company), and internal teams including Workplace, IT, People, and Finance.
• Health, Safety & Security: Support local health and safety initiatives, including acting as the designated First Aid Officer for the Leuven office. Manage building and parking access while proactively resolving facility issues like heating, air-conditioning, or equipment repairs.

KPI: Office Magnetism. Success is measured by high office occupancy and positive employee sentiment; you win when people regularly choose to work from the office because they enjoy the environment.

Administrative & Team Support

• Executive Support & Administrative Optimization: Provide proactive administrative assistance to local leadership. You will act as a primary enabler for the team by supporting purchase orders, coordinating supplier arrangements, and identifying opportunities to optimize recurring administrative workflows to drive long-term efficiency.
• Community Engagement & Events: Lead the end-to-end planning and execution of all local team events, including monthly meetings ("Bon Appétits"), holiday parties (Sinterklaas, Easter, etc.), off-sites, and trainings. You will drive the "fun" through creative concept development, venue sourcing, and catering coordination.
• Travel & Logistics: Provide end-to-end assistance with travel arrangements, including booking flights and hotels for client visits, roadshows, and international trade shows like IBC or NAB.
• Talent Lifecycle & HR Admin: Facilitate the logistics for onboarding and offboarding, ensuring new hires have ready desks, access badges, mobile subscriptions (Proximus), and health insurance setups.
• Fleet Management: Coordinate the local company car fleet, including ordering new vehicles, managing maintenance notifications, allocating pool cars, and handling related fines and documentation via the online portal.

KPI: Administrative Offloading. Success is measured by the reduction of the administrative burden on leadership and the team through streamlined management of purchases, suppliers, and manual tasks.

Finance & Process Support

• Operational Finance: Support purchase requests, invoice routing, and expense coordination in strict alignment with corporate policies.
• Process Liaison: Act as the bridge between the local team and global Finance/Procurement functions for operational follow-ups and compliance.

Role Boundaries

• The Role Does: Coordinate, track, and support administrative processes; facilitate communication between employees and global functions; ensure actions reach the right owners.
• The Role Does Not: Own departmental budgets or sign high-level vendor contracts (you facilitate the process for those who do); act as a substitute for functional policy ownership (e.g., HR/IT policy).

Collaboration & Working Style

• Partnership: Works closely with local employees and partners with EMEA-wide People, Finance, and IT teams.
• Office Presence: This role is fundamentally anchored in the office. Physical presence is expected as required for the role to effectively manage on-site operations, welcome guests, and maintain the office culture.
• Approach: Requires a hands‑on, approachable, and highly service‑oriented working style, proactively addressing small needs and sensitivities to create a positive impact.

Profile & Capabilities

• Experience: Proven background in office management, administration, or operations support.
• Organization: Highly organized and comfortable juggling multiple priorities, from fleet management to event planning, under pressure.
• Efficiency Mindset: A natural inclination to find "structural solutions" for manual tasks.
• Communication: Strong interpersonal skills and a collaborative, "team-first" mindset.

Dolby Hiring Entity:

Philipssite 5/1, 3001 Leuven, België