Receptionist & Facility Officer

Job content

Mission

For our Antwerp-based Corporate Services Center we are looking for a Receptionist & Facility Officer to ensure a daily qualitative service to our employees, customers and suppliers by helping them with their requests and proactively taking care of all our office facilities.

Main Accountabilities

1. Reception

• Incoming calls management including screening and answering basic questions regards the organisation or the business;
• Welcoming & registration of on-site visitors and announce them to appropriate personnel;
• Interact with individuals of all professional levels;
• Booking and preparation of meeting rooms (e.g. beamer, flipchart, videoconferencing, …) and quick maintenance;
• Lunch (or dinner) arrangements in view of meetings;
• Travel management and occasional transport/travel arrangements (taxi, hotel, plane, train and other bookings) for guests and (external) visitors in accordance with the Azelis’ Travel and Expenses policy;
• Management of post (internal/external) and couriers (DHL etc.);
• Calendar management;
• Daily mail collection & distribution;
• Ordering of office supplies, supervise office supply inventory;
• Scanning of incoming invoices;
• Preparation of expense notes;
• Performance of other administration tasks such as photocopying, filing or updating of procedures;
• Management of reception instruction manual and facilitate training for back-ups.

2. Facility Management

• Support building logistics;
• Liaise with cleaning company & cleaning ladies;
• Ensuring the maintenance of the visitor electronic pass system and assign badges upon requests;
• Maintenance of coffee, soup & water machines;
• Daily problem solving: e.g. airco/heating issues, maintenance or cleanliness issues, parking, connect with relevant external parties to solve small issues;
• Propose actions for improvement;
• Point of contact for issues related to general wellbeing.

3. HR Administration

• Organize employee gatherings and events, gifts (birthdays, weddings, births), etc.;
• Company car fleet management: order planning, fuel cards, management of pool cars, delivery/intake company cars, etc.;
• Archive / file HR documents, including all documents related to the employees’ life cycle (from recruitment to offboarding).

Qualification & Skills

• Minimum 2 years of relevant professional experience as receptionist and/or Facility Officer;
• Proactive attitude in challenging the daily status quo of the working of our reception to optimize processes and the way the reception is run;
• High degree of social competence and excellent communication skills required;
• Discretion and accuracy;
• Pro-active and hands-on: quick to deal with problems and tackle them;
• Fluent English & Dutch a must-have (both verbal and written communication), knowledge of French a plus;
• IT literate (MS Office).

Job Type: Full-time