Site Administrator / Office Manager (On‑site, Belgium)

About the role

We are seeking a detail‑oriented Office Manager / Document Controller to manage administrative processes on‑site in Belgium. This role is crucial for smooth operations, compliance and efficiency across our projects. The ideal candidate has strong organisational and problem‑solving abilities and can work independently in a fast‑moving environment.

Key responsibilities

• Coordinate and book inductions and training sessions for site operatives, maintaining accurate records.
• Manage staff records for new hires, transfers and leavers, keeping the principal contractor and office informed.
• Ensure all site documents comply with local laws, including A1 certificates, contracts and appendices.
• Assist with procurement requisitions and track delivery statuses.
• Handle site paperwork such as scanning, photocopying, printing and organising documents.
• Maintain a subcontractor directory and welcome site visitors, subcontractors and operatives.
• Work with the Health & Safety officer to inspect safety documentation and ensure site compliance.
• Provide ad‑hoc administrative support to the project team and make independent decisions to prioritise tasks.
• Create and maintain document control systems, conduct audits and train employees on documentation procedures.

Required profile

• Minimum 3 years of administrative experience in a fast‑paced environment.
• Strong problem‑solving abilities and excellent time‑management skills.
• Ability to work independently and follow procedures exactly.
• Full clean driving licence.

Required skills

• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Google Drive