Office & Business Support Manager

Please note that this role is based in Belgium. To enable us to meet the statutory and regulatory obligations of the Belgian immigration system, you must have the appropriate immigration permission needed to work and reside in Belgium for the duration of the employment.

Based in our Belgium office, the Office Manager plays a key role in supporting the smooth and efficient day-to-day operation of Sony Pictures Releasing Belgium. The role provides high-quality office and administrative support primarily to the Managing Director, while also supporting the wider local team as required. Working within Sony Pictures’ international theatrical distribution business, the role acts as an important point of contact for internal and external stakeholders, coordinating meetings, travel, office operations, events and general business activities.

The Office Manager will work closely with colleagues in the London office and other Sony Pictures locations, as well as internal teams and external suppliers, to ensure activities are well coordinated and aligned with company policies and procedures. This is a varied and hands-on role requiring a highly organised, proactive and adaptable individual who can anticipate management needs, manage competing priorities and provide professional support in a fast-paced entertainment environment, while demonstrating discretion, initiative and excellent attention to detail.

Main Responsibilities

Meeting Organisation and Agenda Management

• Manage incoming calls, ensuring clear and accurate messages are taken and communicated promptly, or queries are dealt with appropriately.
• Organise and coordinate internal and external client meetings, ensuring all arrangements are managed efficiently and professionally.
• Schedule meetings and appointments for the Sales & Operations Director / Territory Director and other Sony Pictures Entertainment staff visiting the local office.
• Coordinate bookings and arrangements for trade events, corporate meetings and Sony annual events, ensuring they are completed within required timescales and in accordance with corporate guidelines.
• Work closely with colleagues in the London office and other Sony Pictures locations to coordinate calls and meetings across teams and time zones.
• Provide professional support and assistance to internal and external visitors, ensuring they receive a welcoming and efficient experience.
• Provide additional administrative and business support as required by local management.

Travel Reservations

• Support the team in organising and booking business travel arrangements, liaising with EU and local travel offices in accordance with Sony policy, as required;
• Assist the employees in preparing Concur requests and ensure they’re submitted (and approved) in a timely manner;
• Assist staff and clients (when/if appropriate) with their local booking reservations in addition to tour suggestions

Office Management and Administration Activities

• Administer car-leasing contracts.
• Administer local contract retention and documentation.
• Administer parking cards.
• Archive or dispose of documents in line with requirements.
• Coordinate IT matters with the technical support team in France.
• Coordinate with Facilities and London corporate teams on premises, health and safety, security and access passes.
• Handle office-management correspondence with the building management company, freeholder and other stakeholders, including maintenance and repairs.
• Manage incoming and outgoing post, courier services and deliveries.
• Manage office supplies, including stationery, refreshments and copiers.
• Provide local contracts and supporting explanations to stakeholders as needed.
• Download correspondence from MyMinfin and communicate it to the relevant stakeholders.

Accounts Payable & Disbursements

• Code overhead and non-PO invoices.
• Coordinate with Operations and GFO on vendor reconciliations and payment issues; work with GFO PTP and escalate matters to FPA when required.
• Escalate vendor reconciliation and payment issues, working with GFO PTP and Operations.
• Process Concur travel expenses.

Business Support

• Manage Graphite vendor onboarding, vendor updates and payment-term updates.
• Order promotional items and goods for advertising campaigns.
• Provide support during premieres and film events as needed.
• Support the Marketing and Technical teams in raising purchase orders.
• Update trackers and budgets as needed, and liaise with relevant stakeholders.

HR Support

• Act as the local administrator, supporting P&O with local-language requirements, direct employee communication and local office coordination.
• Coordinate office, IT and security equipment setup for new hires.
• Manage employee internet and mobile phone packages with Telenet and Proximus.
• Monitor planned absences, teleworking and sickness notifications, and inform stakeholders of changes affecting monthly payroll.
• Order meal vouchers.
• Prepare the annual training-activities report for the social balance sheet.
• Provide ad hoc local administration and information support upon request.

Statutory & Tax Support

• Provide ad hoc support to the S&T team for local filings, correspondence and local-language requirements.

Requirements & Skills Needed

• The ideal candidate will have an understanding of management needs and the ability to anticipate what action and/or information is required according to the management agenda
• Having knowledge of TV, Media and Entertainment industry or having worked in this industry is preferable
• A strong team player with a track record of supporting executive teams on a business level
• Thrives under pressure with the ability to meet tight deadlines accurately
• Excellent organizational skills, together with the ability to be flexible, adaptable and resourceful
• A diplomatic approach to sensitive situations and integrity at all times
• Excellent written and verbal communication skills in English, Flemish, and French. 
• A confident communicator with proven credibility at a senior level and in small teams
• University Degree or equivalent in Administrative School training required
• MS Office Suite, Excel proficiency required
• Ability to work independently and to use own initiative in all situations

The information on this job profile indicates only the general nature and level of work performed by employees assigned to this job.  It is not intended to be an exhaustive list of all responsibilities, duties and qualifications required of employees so classified.

If you require any reasonable adjustments with any part of the recruitment process, including the application or interview process, please contact us at [email protected]. Please put Reasonable Adjustment Request in the subject line of the email.

Sony Pictures does not allow audio recording, video recording or use of AI note-taking tools during interviews. Candidates requiring these tools as an accommodation during an interview should submit a reasonable adjustment request at the point they are invited to interview.

Sony Pictures Entertainment is committed to equal opportunity in all its employment practices, policies and procedures. No worker or potential worker will therefore receive less favourable treatment due to their race, age, creed, sexual orientation, colour, nationality, ethnic origin, disability, religion, gender, marital status or Trade Union membership (if applicable).

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