Office Manager - Site Based

ASEE Group; Henegouwen; Sur place; EUR 42 000 - 52 000; Plein temps

Résumé du poste

ASEE Group in Belgium seeks an Office Manager / Document Controller to run on-site admin, ensure compliance, and keep projects moving.

You will manage inductions, staff records, document control, and coordination with subcontractors, while liaising with HSE and project managers. Proficiency with MS Office and Google Drive is required, and independence is essential for this fast-moving environment.

Qualifications

• 3+ years of administrative experience in a fast-paced environment.
• Strong problem-solving abilities to ensure site efficiency and organised paperwork.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Drive.
• Detail oriented and able to follow procedures exactly.
• Excellent time management and organisational skills.
• Ability to work independently with limited guidance.
• Full clean driving licence.
• Fluent in French and English.

Responsabilités

• Induction & Training Management: Coordinate and book inductions and training sessions for site operatives, maintaining accurate records.
• Staff Records & Compliance: Manage records for new staff, transfers, and leavers, keeping the principal contractor and office informed.
• Compliance Officer Duties: Ensure all site documents comply with local laws, including A1 certificates, contracts, and appendices.
• Procurement Assistance: Assist with requisition forms for purchasing and track delivery statuses.
• Project Office Administration: Handle site paperwork, including scanning, photocopying, printing, and organising documents.
• Subcontractor Coordination: Maintain a subcontractor directory and professionally welcome site visitors, subcontractors, and operatives.
• Health & Safety Liaison: Work with the H&S officer to inspect safety documentation and ensure site compliance.
• Ad-Hoc Administrative Support: Provide general administrative support as needed for the project team.
• Independent Decision-Making: Prioritise tasks and make informed decisions to maintain smooth site administration.
• Document Control: Create systems to manage company documents. Ensure that all documents are up to date. Conduct company audits to ensure documents are being followed. Train employees on how to use and access documentation. Develop procedures so that they are standardised. Communicate and collaborate with project managers.

Connaissances

Administrative experience

Problem-solving

Detail orientation

Time management

Independent work

Communication

Organisational skills

Driving licence

French and English

Outils

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Google Drive

Description du poste

We are seeking a detail-oriented Office Manager / Document Controller to manage administrative processes on-site in Belgium. This role is crucial in ensuring smooth operations, compliance, and efficiency across our projects. The ideal candidate will have strong organisational skills, problem-solving abilities, and the capability to work independently in a fast-moving environment.

Key Responsibilities

Induction & Training Management: Coordinate and book inductions and training sessions for site operatives, maintaining accurate records.

Staff Records & Compliance: Manage records for new staff, transfers, and leavers, keeping the principal contractor and office informed.

Compliance Officer Duties: Ensure all site documents comply with local laws, including A1 certificates, contracts, and appendices.

Procurement Assistance: Assist with requisition forms for purchasing and track delivery statuses.

Project Office Administration: Handle site paperwork, including scanning, photocopying, printing, and organising documents.

Subcontractor Coordination: Maintain a subcontractor directory and professionally welcome site visitors, subcontractors, and operatives.

Health & Safety Liaison: Work with the H&S officer to inspect safety documentation and ensure site compliance.

Ad-Hoc Administrative Support: Provide general administrative support as needed for the project team.

Independent Decision-Making: Prioritise tasks and make informed decisions to maintain smooth site administration.

Document Control: Create systems to manage company documents. Ensure that all documents are up to date. Conduct company audits to ensure documents are being followed. Train employees on how to use and access documentation. Develop procedures so that they are standardised. Communicate and collaborate with project managers.

Qualifications and Experience

• 3+ years of administrative experience in a fast-paced environment.
• Strong problem-solving abilities to ensure site efficiency and organised paperwork.
• Proficiency in Microsoft Word, Excel, Outlook, PowerPoint, and Google Drive.
• Detail orientated
• Ability to analyse data and come to conclusions
• Great time management skills
• Ability to follow procedures exactly
• Incredible organisational skills
• Can work independently without much guidance
• Ability to communicate with team
• Full Clean Driving Licence

Desirable Skills and Qualifications

• Ability to handle confidential information with complete discretion.
• Fluent in French and English