Project Support Officer

B2Ai - CAAN - Ensemble vzr; Town of Belgium (WI); On-site; USD 27,000 - 41,000; Full time

Benefits offered by this job

Flexibility to work from home

Meal vouchers

Excellent group insurance

Commuting allowance

Job summary

A progressive architectural firm is seeking a Project Support Officer to assist with administrative tasks, project support, and invoicing. Candidates should have a Bachelor's degree or relevant experience, strong organizational skills, and be proficient in Office packages. A background in architecture or construction is advantageous. The firm offers flexibility (including one work-from-home day), competitive salary, and extra benefits. Occasional travel to other offices is required.

Qualifications

• Strong administrative experience in planning, project support, and reporting is a plus.
• Background in architecture or the construction sector is an asset.
• Background in architecture or the construction sector is a strong asset.
• Able to work in a team and independently.
• Proficient in Office; knowledge of Pure, AFAS and SharePoint is a plus.
• You speak excellent Dutch; French is a strong plus.

Responsibilities

• Support studio in administrative, organizational, and project-related matters.
• Complete and update project information in AFAS.
• Monitor legal requirements and manage legal mailbox.
• Check invoices and follow up on project progress.
• Schedule employees in planning software and optimise planning.
• Documenting internal processes: writing manuals and administrative procedures.
• Attending workshop meetings and drawing up reports (publishing in Sharepoint, distributing communication across the various teams).
• Following up on actions (closing files, adjusting phases, etc.).
• Checking invoices and following up on project progress.
• Identifying extras, monitoring deadlines and informing finance for forecasts.
• Scheduling employees in Pure (planning software) + checking that the VCs are not exceeded.
• Checking employees’ hours.
• Passing on signals to the studio managers and optimising the planning if necessary.
• Workshop organisation: familiarising new employees in collaboration with reception and HR.
• Promoting teamwork: organising team-building activities, contributing to a good working atmosphere, supporting studio managers.

Skills

Teamwork

Proficient in Office packages

Excellent Dutch

Knowledge of Pure, AFAS, Sharepoint

Education

Bachelor's degree or equivalent relevant administrative experience

Tools

AFAS

Pure planning software

SharePoint

Microsoft Office

Job description

The office has expertise and references in centres for (health)care, sports and culture, schools, offices, commercial, residential, mixed-use, and urban planning projects across Belgium and abroad.

Still have questions? Do not hesitate to contact us by [e-mail] or by [phone].

Project Support Officer

As a Project Support Officer, you are the organizational talent who supports the studio in administrative, organizational and project-related matters. You keep the administration running smoothly, monitor the planning and draw up accurate reports. In addition, you follow up on invoicing and provide structure and support where necessary.

With your focus on quality, order and efficiency, you will help the studio managers and colleagues to work smoothly and professionally.

Your responsibilities

Administration and project data

• Completing and updating project information in AFAS (permits, team, site registration, etc.)
• Monitoring legal requirements, including compliance with the Peeters Act
• Managing the legal mailbox and archiving files
• Preparing and checking documents, reports and project information
• Providing support to workshop managers, assisting with public tenders
• Documenting internal processes: writing manuals and administrative procedures
• Attending workshop meetings and drawing up reports (publishing in Sharepoint, distributing communication across the various teams)
• Following up on actions (closing files, adjusting phases, etc.)

Invoicing

• Checking invoices and following up on project progress
• Identifying extras, monitoring deadlines and informing finance for forecasts

Planning and resource management

• Scheduling employees in Pure (planning software) + checking that the VCs are not exceeded
• Checking employees’ hours
• Passing on signals to the studio managers and optimising the planning if necessary
• Workshop organisation: familiarising new employees in collaboration with reception and HR
• Promoting teamwork: organising team-building activities, contributing to a good working atmosphere, supporting studio managers

Your profile

• You have a Bachelor’s degree or equivalent relevant administrative experience
• Administrative experience in planning, project support and reporting is a strong plus
• A background in architecture or the construction sector is a strong asset, enabling you to quickly understand the projects and work processes.
• You enjoy working in a team, but you are also capable of working independently
• You are proficient in using Office packages. Knowledge of Pure, AFAS and Sharepoint is a plus
• You speak excellent Dutch. French is a strong plus

We offer

• A progressive architectural firm that believes in collaboration, innovation and a sustainable vision for the future
• Flexibility, including one day of working from home per week
• A competitive salary with attractive extra-legal benefits (meal vouchers worth 7 euros, excellent group insurance, commuting allowance, costs borne by the employer).
• You will be given the opportunity to further develop your role and take on responsibility
• You will be part of a warm and committed team in which you will play an important role in supporting and strengthening the studio
• You are willing to travel occasionally to our other offices in Brussels and Roeselare