Office Manager

The Brussels Office Manager will be responsible for all aspects of the smooth running of our Brussels office and will report into the Head of EMEA Corporate Services, who is based in London. 

This is a Full-time, office-based role, consisting of 39 hours per week. The Corporate Services Team are required in the office at least 4 days a week, with the option to work from home one day a week. The working hours are 9am-5pm. 

The Corporate Services (CS) team creates a productive, rewarding, and secure working environment by providing the necessary tools and support to work efficiently and effectively. We collaborate with other teams, support their goals, and facilitate a professional work experience for all. 

MAIN RESPONSIBILITIES  

• Coordinate with vendors on equipment maintenance services including negotiating costs and working with the Legal team to implement contracts 

• Oversee courier services/requests and coordinate with Mailroom regarding deliveries 

• Monitor and address issues submitted through the ISS Stoxx’ internal service request ticketing system, Service Now 

• Plan seating allocations, space layouts and moves as required 

• Visitor management and reception oversight – answering calls, greeting visitors and staff, adding visitors to security system and directing them appropriately 

• Order office supplies and maintain inventory 

• Administrative tasks such as handling invoices, filing and office related documentation 

• Assist EMEA head with budgets 

• Be the primary contact for office security and working with a global team on standard procedures relating to security and contingency planning 

• Managing Health & Safety and Fire Safety Procedures ensuring we are compliant with legislation, arranging training and establishing standards and procedures where necessary 

• Plan and facilitate client events and market activities by providing general preparations and material distribution 

• Update SharePoint office page on a regular basis using SharePoint 

• Collaborate with the Works SACO 

• Act as the office liaison for facilities and property management issues for other locations where needed 

• Implement Corporate Responsibility initiatives 

• Assist IT with equipment needs (IT onboarding and offboarding, liaising with IT on IT inventory) 

• Work with our global IT team on standard procedures relating to IT equipment 

• Support any office related projects (AV upgrade, refurbishments, construction works, move of offices etc.) 

CORPORATE SERVICES TEAM SUPPORT 

• Liaise with the EMEA Corporate Services team in other ISS Stoxx locations and provide coverage and support to employees in offices and remote locations throughout the region 

• Partner with other members of the EMEA Corporate Services team on special projects and firm-wide administrative oversight 

REQUIREMENTS 

• Previous experience in office administration preferred 

• Fluent communication both verbally and written in English 

• Good communication both verbally and written in either Dutch or French 

• Excellent proficiency in all MS systems  

• Excellent organizational skills, methodical and thorough while staying calm under pressure 

• Pro-active mindset is essential for this role 

• Demonstrates initiative and proven ability to find solutions to problems 

• Good attention to detail 

• Ability to multi-task and prioritize 

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