Receptionist & Administrative coordinator M/V/X

Description de l'entreprise

Our client is active in Energy sector 

Description de la fonction

We are seeking a proactive, service-minded Receptionist_Administrative Coordinator to join our team at our Headquarters in Wavre, with one day per week based at our Diegem office in Belgium.
This hands-on, hybrid role combines daily office management with front-desk reception responsibilities: you'll be central to creating a welcoming, well-organized, and compliant office environment in both of our locations.
You will collaborate closely with employees, management, external service providers, and building personnel to ensure smooth operations across all aspects of office life.

Essential duties and responsibilities for our receptionist :

Reception & Daily Office Support

• Opening of the office at 8:30am.
• Greet visitors and serve as the first point of contact at the front desk.
• Answer incoming phone calls and manage general inquiries.
• Open, sort, and distribute incoming mail to the appropriate departments.
• Order and coordinate the delivery of business cards for employees.
• Support logistics, organize lunches, catering, and refreshments for meetings and internal events.
• Prepare workstations for new employees and hand out access badges and office tools.
• Order and maintain stock of office supplies, ensuring availability and cost-efficiency.
• Ensure the office is clean, tidy, and presentable at all times.

Office & Facility Coordination

• Oversee general office operations for both the Wavre and Diegem locations.
• Manage service contracts (cleaning, maintenance, security) and associated budgets.
• Ensure office compliance with safety regulations, including fire extinguisher maintenance and emergency protocols.
• Coordinate with the cleaning crew to uphold daily cleanliness standards.
• Liaise with the building's property manager to report and follow up on facility issues.

Archive Management

• Organize and maintain the archives of all corporate services based in Wavre.
• Ensure secure, efficient storage and retrieval of both physical and digital records.
• Collaborate with internal teams to implement consistent archiving practices in line with company and legal standards.

Profil

Education and required qualifications :

• Excellent interpersonal skills and ability to adapt to different stakeholders.
• Proven ability to manage front desk operations, including greeting visitors and handling general inquiries.
• Experience in coordinating logistics for meetings, including catering and refreshments.
• Proficient in ordering and managing office supplies, ensuring cost-efficiency and inventory accuracy.
• Experience in handling administrative requests such as business card procurement and access badge distribution.
• Ability to manage vendor relationships and service contracts (e.g., cleaning, maintenance, security).
• Experience in budget monitoring and cost control for office-related services.
• Knowledge of workplace safety regulations and compliance (e.g., fire safety protocols).
• Strong coordination skills for facility maintenance and issue resolution in collaboration with property managers.
• Solution oriented mindset, with a customer focused communication skill.
• Fluent in English, both written and spoken. French is an asset.

Compétences linguistiques

• Anglais (atout)

  • Comprendre : Expérimenté - (C1)
  • Écrire : Expérimenté - (C1)
  • Lire : Expérimenté - (C1)
  • Parler : Expérimenté - (C1)

• Français (atout)

  • Comprendre : Expérimenté - (C1)
  • Écrire : Expérimenté - (C1)
  • Lire : Expérimenté - (C1)
  • Parler : Expérimenté - (C1)

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