Responsibilities.
Office Operations
Manage the overall functioning of the office, ensuring a clean, organised, and professional work environment.
Coordinate office activities and operations, including maintenance, repairs, and renovations.
Oversee the procurement and inventory management of office supplies, equipment, and furniture.
Liaise with vendors, suppliers, and service providers to ensure timely delivery and quality services.
Administrative Support
Provide administrative assistance to senior management, including scheduling meetings, managing calendars, and making travel arrangements.
Assist in the preparation of reports, presentations, and correspondence as required.
Handle incoming and outgoing mail, emails, and phone calls, routing them to the appropriate staff members.
Maintain and update company documents, records, and databases.
Communication and Coordination
Serve as a central point of contact for internal staff, external partners, and visitors.
Facilitate effective communication between departments, teams, and individuals within the organisation.
Schedule and coordinate meetings, conferences, and events, including room bookings and catering arrangements.
Assist in the onboarding process of new employees, providing necessary resources and support.
Facilities and Security
Ensure office security protocols are in place and adhered to, including access controls and emergency procedures.
Coordinate health and safety measures, ensuring compliance with regulations and maintaining a safe working environment.
Manage relationships with building management, security personnel, and other facility service providers.
Budget and Expense Management
Assist in budget planning and monitoring, tracking office expenses, and maintaining financial records.
Review and process invoices, expense claims, and reimbursement requests.
Identify cost-saving opportunities and propose strategies for optimizing office expenditures.
Qualifications and Skills.
Proven experience as an Office Manager or similar administrative role.
Excellent organisational and time management skills, with the ability to multitask and prioritize effectively.
Strong attention to detail and problem-solving abilities.
Excellent written and verbal communication skills.
Proficient in office productivity tools.
Ability to maintain confidentiality and handle sensitive information with professionalism.
Strong interpersonal skills and the ability to work collaboratively with diverse teams.
Knowledge of office management systems and procedures.
Familiarity with health and safety regulations and facilities management is preferred.
What we offer.
The possibility to build a strong organisational culture.
Driving innovation.
We welcome both full-time employees as well as freelancers.
You can work from home, but we expect you to come to our office in Antwerp City (near Meir) for 1 day per week.
There is room to grow your skills and persona, we’ll support you in investing in yourself.
No 9-5 mentality.
We offer you a competitive salary in mutual agreement and a well-rounded package of benefits suited to your needs.
Interested in joining our pioneering team?
Send your resumé to jeremy@planticus.com. Even if you think your profile does not exactly match the description above, we're happy to grab a coffee with you.