Assistant Facility Manager/receptionist

il y a 1 semaine

Brussels, Belgique Optimalis Temps plein

Functieomschrijving

Day-to-day
- Sorting and managing in
- /outgoing mail
- Incoming calls and transfers to CCMC personnel (Teams)
- Managing in
- and outgoing parcels (DHL, private packages)
- Follow up on Catering;
- Operational assistance to the Facility Manager (secretariat support, room reservation, managing agendas, managing stocks,);
- Managing requests for technical interventions inside the building;
- Good follow up on procedures;

Preparation of meeting rooms
- Lay-out of the room, air-conditioner, equipment...
- Technical installations: projectors, screens, micro/audio, pool of computers and specific programs (audio/video conference in Zoom, Teams ; Webex; ClickShare,..)
- Front line of technical support for audio-visual setups/issues.

Reservations and follow up on specific requests for meeting rooms
- Reservation and confirmation of internal/external requests by mail
- Follow up on specific demands by external/internal convenors/persons in charge.
- Organizing Catering (orders, verification and lay out in the fridges)
- Different follow ups in the meeting centre during the day (coffee, pauses, switches,)
- Participating in steering meetings for bigger events

Services to visitors
- Welcome, registering, various pieces of information (rooms, restaurants, hotels, taxi's,)
- Badges, tokens drinks

Signage screens for meetings rooms
- Preparation of the table indicating the location of each planned meeting for the day

Stock verification on each floor
- Office supplies (paper, small supplies)
- Coffee/Water corners
- Soap and paper in the restrooms - Solely in case of lacking
- Dispensers of alcoholic gel

Follow up on lunch
- After lunch at noon, clearing the cafeteria if needed.

Communication with the cleaning team
- Communicate information or remarks to the cleaning crew.

Follow up on meeting rooms at the end of the day
- Turn off control panels, screens, micros, projection devices, air conditioners,..

Administrative support for other departments
- If needed and according to the workload with the approval of the department head

Supply orders for the meeting centre and CCMC - Various supplies
- Orders and verification of the delivered goods
- Organizing and storing supplies in appropriate places

Client satisfaction survey
- Help with processing data

Statistics and reports
- Preparation of statistics and activity reports of the meeting centre

Various services
- Searching and proposing new external services (Hotels with corporate discounts / external meeting rooms, catering services, various suppliers,)

Facility assistance
- First contact in absence of The Facility Manager.

Profiel
- You are perfectly bilingual in French and English, good knowledge of dutch;
- You are available immediately.
- A previous experience is an asset ;
- You enjoy direct contact as well as on the phone ;
- You master MS Office (Word, Excel, Outlook,) ;
- You have a good knowledge of audiovisual techniques;
- You are a cheerful, polite, helpful person and present very well ;
- You are autonomous, mature, flexible, organized, punctual and multi-tasking;
- You are ready to invest yourself in your new function ;

Jobgerelateerde competenties
- Vergaderingen voorbereiden en organiseren (uitnodigingen, voorbereiding van de dossiers, reservering van zalen,...)
- Tools voor de opvolging van de activiteiten en situatieoverzichten ontwikkelen en bijwerken
- Dossiers behandelen en opvolgen (samenstellen, samenvatten, bijwerken van bestanden,...)
- Brieven, verslagen, nota’s,... opstellen en redigeren
- Verplaatsingen van de verantwoordelijke of van teamleden organiseren
- Afspraken en planning van een verantwoordelijke of een medewerker organiseren
Telefonische oproepen en bezoekers filteren
- Beslissingen, dienstnota's, contracten behandelen en doorgeven, zowel intern als extern
- Professionele informatie en reglementering bijwerken
Documenten archiveren en klasseren

Aanbod
- A permanent contract ;
- A function a humane and familial structure ;
- Fringe benefits (meal vouchers, transportation costs) ;
- An internal training.

Plaats tewerkstelling

1000 BRUSSEL

Vereiste studies
- Geen specifieke studievereisten

Werkervaring
- Minstens 2 jaar ervaring

Contract
- Vaste Job
- Voltijds
- Dagwerk

Plaats tewerkstelling
- 1000 BRUSSEL

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