Administrative Support Specialist
The OARS Department is seeking an administrative professional to assist with day-to-day business and corporate matters.
Key objectives of the role include:
* Facilities Management and Building Operations:
o Ensure the proper functioning and maintenance of workspaces, including offices, meeting rooms, and common areas.
o Monitor security procedures in place and manage company badges.
o Manage relationships with external service providers, monitor contracts, and ensure service quality.
o Oversee and maintain technical equipment, handle repair or replacement requests.
o Suggest solutions to optimize space use, consumables, and facility-related costs.
* Reception and Phone System Management:
o Handle incoming and outgoing calls, direct calls to the appropriate person or department, and address requests professionally.
o Greet visitors, clients, and partners, provide direction, and ensure a courteous reception service.
o Plan and organize meeting room bookings, prepare rooms, and ensure proper usage.
o Handle administrative tasks related to these functions, such as agenda management, preparing documents, or drafting meeting minutes.
* Event Coordination:
o Organize catering or reception services for meetings, events, or important visits.
o Develop innovative ideas to enhance the events business.
The ideal candidate will have a background in the reception/catering industry sector or building management path pursued at a university or higher education institution in France, Belgium, or Luxembourg.
They should be fluent in French and English (Dutch is an asset) and possess a sense of organization, priorities, respect for deadlines, adaptability, and flexibility.
This position offers a supportive and collaborative working environment.
We are dedicated to providing sophisticated, compliant, and innovative solutions tailored to each individual's evolving needs.