Office Manager

Octiva Group; Town of Belgium (WI); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

Competitive salary

Company car

Benefits package

Job summary

Octiva Group is seeking an Office Manager to oversee day-to-day operations, maintain a tidy workspace, and welcome visitors with professionalism. You will manage admin tasks, coordinate facilities, and support onboarding, travel, and events.

Strong attention to detail, initiative, and reliable teamwork are essential in this SME-focused role. Proficiency with Outlook, Excel, and Word is required; experience with Odoo is a plus.

Qualifications

• Bachelor's degree or equivalent experience in office, facility, or hospitality management.
• Experience in a similar SME role is a plus, attitude and reliability matter most.
• Proficient with Outlook, Excel, and Word; Odoo is a plus.
• Detail-oriented with strong organizational and problem-solving skills.

Responsibilities

• Maintain a tidy, stocked office and coordinate with suppliers and facilities.
• Greet visitors, manage front desk, calls, mail, and calendars.
• Assist with bookings, travel, expenses, and internal events.
• Support onboarding logistics and keep internal files organized.
• Assist with light admin tasks for finance, HR, and operations.

Skills

Office management

Facilities coordination

Reception & front desk

Communication skills

Dutch & English

Education

Bachelor's degree in Office, Facility, or Hospitality Management

Tools

Outlook

Excel

Word

Odoo

Job description

We're looking for anOffice Managerto support our day-to-day operations and ensure our offices are running like clockwork. You'll be the go-to person for all practical things, from maintaining a tidy workspace to managing admin and welcoming visitors.

You have a sharp eye for detail, take initiative without being asked, and love helping others succeed. Your work will directly impact our efficiency, atmosphere, and overall team spirit.

Your tasks will include:

Facilities & Office Coordination

• Keep the office tidy, organized, and well-stocked. You spot what's missing before anyone else does. You translate the company's values in everything you do.
• Coordinate with suppliers and facility providers (cleaning, maintenance, delivery services, …)
• Ensure all meeting rooms, common areas, and office equipment are functional and presentable

Reception & Front Desk

• Welcome visitors, customers, and suppliers with professionalism and warmth
• Handle incoming phone calls, packages, and mail with accuracy and care
• Manage calendars for meetings, shared spaces, and general logistics

Administrative & Team Support

• Assist with bookings, travel arrangements, and expense tracking
• Take care of planning and preparation for internal and external company events
• Support onboarding logistics for new employees (arrange desk, badge, welcome kit, …)
• Keep internal files and records up to date and well-organized
• Help with light administrative tasks for finance, HR, and operations

Your profile

• You have a professional Bachelor's degree in Office, Facility, or Hospitality Management and/or experience in a similar role

• Experience in a similar role within an SME is a clear plus, a first experience in office management, facilities, or administrative support role is a must, but above all: your attitude, sense of ownership, and work ethic matter most

• You are comfortable with tools like Outlook, Excel, and Word; experience with Odoo is a plus

• You are detail-oriented, nothing escapes your attention

• You're proactive and hands-on: you see what needs to be done and act on it

• You enjoy supporting others and take pride in being reliable and organized

• You are focused, calm, and efficient, even when juggling multiple small tasks

• You're a natural problem solver who doesn't wait to be told what to do

• You communicate clearly and professionally in both Dutch and English

Our offer

• A key support role in a growing, innovative company where your work really matters

• A varied day-to-day job from greeting clients to solving practical challenges

• A modern workspace surrounded by robotics and innovation

• A dynamic, no-nonsense team culture

• Competitive salary, including several benefits and a company car

Octiva is a fast-growing robotics company on a mission to help growers succeed through smart automation. Our advanced robotic systems are designed for high-performance operation in controlled environments, combining technical precision with real-world reliability. We work closely with growers, engineers, and researchers to deliver meaningful innovation that transforms agricultural efficiency and sustainability.

We're expanding internationally and building a team of driven, collaborative professionals who want to make a real impact - not just on product performance, but on the lives and success of our customers.