Office Manager

il y a 2 jours

Bruxelles Schaarbeek, Belgique Proximus Temps plein

**Proximus Ada**is the first Belgian Center of Excellence dedicated to artificial intelligence and cybersecurity which are two key areas to help Belgian society meet the challenges of today and tomorrow.

We are a dynamic and innovative company committed to fostering a collaborative and engaging work environment. We are looking for a highly organized and proactive Office Manager & Finance Coordinator to join our team and ensure the smooth operation of our office.

**Role description**

The Office Manager & Finance Coordinator will be responsible for overseeing the daily administrative functions of the office, ensuring a productive and efficient work environment. This role involves financial management, contract and expense management, workplace management, coordinating with vendors, managing office supplies, organizing company events and supporting the team with various administrative tasks.

**Key responsibilities**

**Financial Management**:

- PO and Invoicing Management: Oversee purchase orders, invoicing, and act as a liaison for B2B financial matters.
- Financial Reporting: Prepare/manage financial reports, assist with timesheet management, and track/report R&D activities.
- Budgeting: Monitor budget allocations, verify expenditures, and support financial forecasting.

**Contract and Expense Management**:

- Manage contracts with internal customers.
- Provide support for office policies and procedures.
- Analyse and manage expense notes and goods receipts.

**Workplace management**:

- Workplace Operations & Improvements: Oversee workplace operations, ensure office supplies, and manage logistics.
- Event Organization Coordination: Organize monthly touchpoints, offsite events, and coordinate catering/event management.
- Facilitate intra-office communication
- Foster Ada culture & mindset

**Required skills**:

- Proven experience (3+ years) as an Office Management.
- **Financial acumen** and experience with financial reporting and invoicing.
- Proficiency in office software (e.g., MS Office suite (in particular: Excel, Outlook, Planner).
- Expertise in dashboarding tools (Power BI) is a big plus
- Excellent organizational and multitasking abilities.
- Strong communication and interpersonal skills.
- Proactive with can do attitude.
- Problem-solving skills and high attention to detail.
- Ability to work independently and as part of a team.

**Languages**:

- Professional working proficiency & fluency in English is required
- Fluency in French and/or Dutch is a strong asset.

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