Office Services Specialist

Cronos Europa; Brussel Hoofdstad; Sur place; EUR 28 000 - 34 000; Temps partiel

Résumé du poste

Cronos Europa is seeking a part-time Office Services Specialist to ensure smooth daily operations of our Brussels-area office. You will deliver high-quality reception, facilities, and administrative services onsite, creating a welcoming and efficient workplace for employees and visitors.

The role requires morning on-site presence, strong organization, and proactive service-mindedness, with responsibilities spanning reception, travel logistics, training support, and vendor coordination.

Qualifications

• Education aligned with office management, hospitality, or facility coordination.
• Experience in front desk or office coordination roles.
• Experience organizing trainings and travel logistics is a plus.

Responsabilités

• Manage reception area and handle incoming/outgoing calls.
• Welcome visitors and log registrations in a friendly, professional manner.
• Coordinate meeting rooms and prepare trainings and events onsite.
• Monitor office supplies and ensure facilities are functioning smoothly.
• Coordinate travel, transport, and accommodation for business missions.
• Maintain asset inventory with IT and facilities teams.
• Handle mail, parcels, and courier deliveries.
• Support HR training tracking and enrollment in systems.

Connaissances

Reception handling

Facilities coordination

Logistics management

Vendor coordination

Training logistics

Formation

High school diploma

Outils

Microsoft Office

Description du poste

About Cronos Europa

Cronos Europa is a leading IT and digital transformation partner dedicated exclusively to European Institutions and agencies, delivering mission‑critical solutions that shape Europe's digital future. As part of the Cronos Group, one of the most innovative and fastest‑growing tech ecosystems in Europe, we benefit from a vast pool of expertise and cutting‑edge capabilities. With over 1,000 specialists across Belgium, Luxembourg, and the Netherlands, we combine deep institutional knowledge with strong engineering excellence to support long‑term, high‑impact EU programmes requiring reliability, scalability, and innovation.

About the job

We are looking for a part-time Office Services Specialist to ensures the smooth daily operation of the Cronos Europa office environment by delivering high-quality reception, facilities, and administrative services. This role is essential in creating a professional, welcoming, and efficient workplace experience for employees, clients, and visitors. This role manages logistical processes and maintains a well-functioning office infrastructure, with a focus on both employee satisfaction and operational efficiency.
This position requires the person to come every morning and is on-site.

Key Responsibilities

• Manage reception area and handle incoming/outgoing calls.
• Welcome and assist visitors in a professional and friendly manner.
• Coordinate visitor registration and maintain visitor logs.
• Book and prepare meeting rooms for internal trainings and company events.
• Monitor and manage office supplies and consumables (e.g., Lyreco, coffee, fruit).
• Ensure smooth functioning of facilities (printers, kitchen, meeting rooms).
• Coordinate preventive maintenance and inspections (e.g., fire safety, HVAC, airco, smoke detectors). Track and report electricity and paper consumption.
• Collaborate with IT to manage and update the physical asset inventory.
• Manage the stock of employee merchandising (e.g., onboarding kits), and ensure timely replenishment when supplies are low.
• Handle incoming/outgoing mail and register letters and packages.
• Coordinate the organization of trainings: contact external training providers, schedule sessions, book meeting rooms for onsite trainings, and encode completed trainings into the HR ERP system to ensure proper tracking.
• Arrange logistical support for business missions and travel: book transportation and accommodation in line with internal procedures.
• Manage employee subscriptions for mobile phones, internet, and public transport (SNCB, STIB, etc.), including follow-up with external providers.
• Support training management by booking training requested, ensure the office is prepared for the training and follow-up on the enrolment of the employees.

Profile requirements

• Education: High school diploma or equivalent in office management, hospitality, or facility coordination.
• Languages: Fluent in English and French (both written and spoken). Dutch is considered as an asset.
• Relevant experience in a front desk, office coordination, or facilities support role.
• Experience handling logistics for trainings and business travel is a plus.
• Familiarity with office supply management and coordination with external service providers.
• Organizational and multitasking skills.
• Knowledge of facilities operations and logistics.
• Ability to manage stock, follow up with suppliers, and track resources.
• Knowledge of standard office tools (Microsoft Office suite: Outlook, Word, Excel, Teams).
• Friendly and professional demeanour.
• Proactive mindset.
• Service-minded, helpful, and solutions-oriented.
• Trustworthy and detail oriented.
• Ability to work both independently and as part of a team.