Office Manager – Brussels

About the role

The Office Manager will ensure the smooth day‑to‑day operation of the Brussels office while providing essential financial and administrative support to the Finance and Administration Senior Officer. The role combines office coordination, supplier and facilities liaison, and assistance with EU project administration and basic accounting tasks. It is pivotal for maintaining an efficient, well‑organised workplace and supporting the wider team.

Key responsibilities

• Liaise with the building manager and third‑party providers such as internet and printer services.
• Order office supplies, furniture, coffee, tea and light catering as needed.
• Maintain fixed‑asset inventory, mail distribution, and up‑to‑date contact lists for staff and suppliers.
• Support the Finance team: prepare contract documentation, update project reports, collect timesheets and invoices, and assist with audit preparation.
• Verify expenses, per‑diem calculations and exchange rates, and handle ICA invoicing and reconciliation.
• Manage event venues, obtain quotes, maintain invitee lists and coordinate conference materials.
• Keep CRM contact lists and the bids platform (ORBIT) current, and assist with the monthly newsletter.
• Act as the first point of contact for HR‑related queries and help shape office culture under guidance from the HR Director.

Required profile

• Bachelor’s degree with relevant experience in administration, basic accounting and HR.
• Previous experience in a similar office‑manager role.
• Strong organisational skills, attention to detail and the ability to work independently.
• Excellent written and verbal communication skills in English; working knowledge of French or Dutch.
• Comfortable working in a dynamic, international team with demonstrated intercultural skills.

Required skills

• MS Office
• Basic accounting