Office Manager

Voici vos responsabilités

• Mettre en place, en bonne entente avec la réceptionniste du matin, un accueil professionnel des visiteurs au bureau et une gestion professionnelle des appels téléphoniques entrants; assurer l’accueil des visiteurs et la gestion des appels l’après-midi ;
• Assurer la gestion des badges et des accès au bâtiment selon les règles et normes de sécurité en vigueur dans l’organisation ;
• Mettre en place et assurer un support administratif à la gestion des correspondances entrantes et sortantes ainsi qu’à la gestion des transporteurs pour les envois de la Production en manuel ;
• En collaboration avec les Services Généraux, veiller à l’approvisionnement (fournitures de bureau, économat…), à la bonne tenue et au bon fonctionnement du bureau, des salles de réunion et des équipements non IT ;
• En soutien aux collègues des Ressources Humaines et selon les besoins, contribuer au suivi administratif du recrutement, à l’accueil des nouveaux collègues, à la gestion des demandes et questions du personnel ou aux projets RH ;
• Contribuer à faciliter la communication entre les différents départements, à organiser réunions ou événements internes et externes, à rédiger et diffuser les communications internes via divers canaux (TV, outil…), à archiver la documentation interne ;
• Selon les besoins, fournir un support administratif au service Financier, par exemple dans le cadre du suivi administratif des fournisseurs, des institutions publiques et financières, des réservations de voyages d’affaire…;
• Identifier et proposer des améliorations pour les processus administratifs, définir et mettre en place des procédures pour améliorer la bonne tenue, l’efficacité et la productivité du bureau.

Your responsibilities will include

• Working closely with the morning receptionist, ensure that visitors to the office are greeted in a professional manner and that incoming telephone calls are handled professionally; ensure that visitors are greeted in the afternoon and that calls are handled professionally;
• Managing badges and access to the building in accordance with the organisation’s security rules and standards;
• Set up and provide administrative support for the management of incoming and outgoing correspondence, as well as the management of carriers for manual production shipments;
• In collaboration with General Services, overseeing supplies (office supplies, commissary, etc.), the upkeep and smooth running of the office, meeting rooms and non-IT equipment;
• In support of Human Resources colleagues and as required, contributing to the administrative follow-up of recruitment, welcoming new colleagues, managing staff requests and questions or HR projects;
• Helping to facilitate communication between the various departments, organising internal and external meetings and events, drafting and distributing internal communications via various channels (TV, tools, etc.) and archiving internal documentation;
• As required, provide administrative support to the Finance department, e.g. administrative follow-up of suppliers, public and financial institutions, business travel bookings, etc;
• Identifying and proposing improvements to administrative processes, defining and implementing procedures to improve the smooth running, efficiency and productivity of the office.

Your profile

• Excellent organisational, time and emergency management skills
• Ability to manage several tasks simultaneously and to solve problems
• Good oral and written communication and interpersonal skills
• Very good knowledge of French, Dutch and English
• Good team spirit
• Flexibility, maturity and discretion
• Proficiency in office automation tools (Microsoft Office, management software)
• Ability to work independently, take initiatives and see them through to a successful conclusion
• Focus on efficiency of processes and tools

Our offer

• A competitive salary commensurate with your experience and a wide range of benefits (luncheon vouchers, CLA 90, group insurance, hospitalisation insurance, etc.).
• In addition, we offer you
• A great deal of autonomy and flexibility in a position that has a direct impact on speos’ growing business.
• A stimulating, fast-moving role with lots of challenges, opportunities and innovative projects.
• A dynamic team in a family-run company!
• An atmosphere of collegiality and conviviality that is unique to the speos cultuRE

Why speos?

speos is an innovative service provider for the outsourcing of outbound document flows and a leader in its market. speos has been part of the bpost group since 2001, but retains its own culture and identity. Today, we have 220 members in our family, our CEO knows everyone’s first name and focuses on the well-being of his employees. You’ll be working for us in a diverse team of highly talented colleagues, where there’s room for ideas, initiative and professional development!