Travel & Office Coordinator

Job content

Are you looking for a new opportunity in a fast-moving global company with a family feel? A job where you could have an impact? We are looking for a Travel & Office Coordinator to support our HQ Administrative team based in Wavre, Belgium.

The key individual will provide support to the administrative side of key projects, manning reception and telephones, staff travel bookings, and supporting Awards programmes and events.

About the team

The RHEA Group HQ Administrative team is responsible for the delivery of the day-to-day office support to the Belgian Headquarters office as well as the Luxembourg office. As an international company with many expats and mobile staff working in numerous locations, requests can be varied and not always ‘standard’, with queries coming from employees located in other office locations.

Tasks and Activities

• Answering incoming telephone calls and ensuring a secure reception area.
• Welcoming and directing visitors as appropriate, managing the set-up of the meeting rooms, ordering lunches and organising drinks for the meetings.
• Ordering and managing the stock of office supplies.
• Liaising with the building landlord and the management facilities company as necessary (cleaning company etc.).
• Processing and treatment of all the outgoing and incoming mail for the company, including IT parcels for employees.
• Providing ad hoc administrative support to different departments when needed (preparing training materials, staff gifts etc.).
• Supporting the organization of Company events (workshops, annual parties etc.).
• Supporting and backing up the Car fleet Manager.
• Managing the business travel requests for all Business Services employees in Europe and Canada.
• Follow up and reviewing the invoices in our ERP system on daily basis.
• Supporting the Diegem, Redu and Luxembourg office needs.
• Maintaining the register of all the expenses made on the company credit card and preparing the monthly statement for the finance team.
• Providing ad-hoc admin support to the Marketing and Communications department.
• Preparing the business cards, ordering and liaising with the provider.
• Administering and coordinating the annual Awards for Excellence and Innovations Programme.
• Ensuring support is provided to regular archiving activities.
• Supporting the Office Manager with additional reasonable tasks as requested.

Skills and Experience

The following skills and experience are mandatory:

• Experience in administrative work as a Receptionist and/or Administrative Support.
• Excellent computer software knowledge, including database applications.
• A demonstrable ability to handle sensitive situations and maintain a high degree of confidentiality.
• Excellent verbal and written communication skills and are ‘customer excellence’ minded.
• You are proactive, can self-manage and have a strong attention to detail.
• Flexible and are a team player.
• Excellent communication skills.
• Customer service is at the heart of everything you do.
• Fluent in English and French, both written and spoken.

The following skills and experience would be highly desirable:

• Experience organizing travel arrangements for others.
• Working knowledge of other European languages.

Why should you apply?

• You will have the opportunity to work within a major institution.
• We encourage everyone to think outside the box and to push the boundaries of traditional knowledge. This role is an opportunity to join a forward-thinking company and allows for a deeper understanding of the industry.
• Benefits include: competitive remuneration packages; unique career opportunities, including working in other countries; personalized training and development programmes; flexible relocation support.

We strongly encourage applications from all nationalities, people with disabilities, members of ethnic minorities, men, women, LGBTQ+ individuals and ex-service personnel to apply.