Assistant Facility Manager/receptionist - Brussels, België - Optimalis

Optimalis
Optimalis
Geverifieerd bedrijf
Brussels, België

6 dagen geleden

Sophie Dubois

Geplaatst door:

Sophie Dubois

beBee Recruiter
Beschrijving
Functieomschrijving

Day-to-day

  • Sorting and managing in
- /outgoing mail

  • Incoming calls and transfers to CCMC personnel (Teams)
  • Managing in
- and outgoing parcels (DHL, private packages)

  • Follow up on Catering;
  • Operational assistance to the Facility Manager (secretariat support, room reservation, managing agendas, managing stocks,);
  • Managing requests for technical interventions inside the building;
  • Good follow up on procedures;
Preparation of meeting rooms

  • Layout of the room, airconditioner, equipment...
  • Technical installations: projectors, screens, micro/audio, pool of computers and specific programs (audio/video conference in Zoom, Teams ; Webex; ClickShare,..)
  • Front line of technical support for audiovisual setups/issues.
Reservations and follow up on specific requests for meeting rooms

  • Reservation and confirmation of internal/external requests by mail
  • Follow up on specific demands by external/internal convenors/persons in charge.
  • Organizing Catering (orders, verification and lay out in the fridges)
  • Different follow ups in the meeting centre during the day (coffee, pauses, switches,)
  • Participating in steering meetings for bigger events
Services to visitors

  • Welcome, registering, various pieces of information (rooms, restaurants, hotels, taxi's,)
  • Badges, tokens drinks
Signage screens for meetings rooms

  • Preparation of the table indicating the location of each planned meeting for the day
Stock verification on each floor

  • Office supplies (paper, small supplies)
  • Coffee/Water corners
  • Soap and paper in the restrooms
  • Solely in case of lacking
  • Dispensers of alcoholic gel
Follow up on lunch

  • After lunch at noon, clearing the cafeteria if needed.
Communication with the cleaning team

  • Communicate information or remarks to the cleaning crew.
Follow up on meeting rooms at the end of the day

  • Turn off control panels, screens, micros, projection devices, air conditioners,..
Administrative support for other departments

  • If needed and according to the workload with the approval of the department head
Supply orders for the meeting centre and CCMC - Various supplies

  • Orders and verification of the delivered goods
  • Organizing and storing supplies in appropriate places
Client satisfaction survey

  • Help with processing data
Statistics and reports

  • Preparation of statistics and activity reports of the meeting centre
Various services

  • Searching and proposing new external services (Hotels with corporate discounts / external meeting rooms, catering services, various suppliers,)
Facility assistance

  • First contact in absence of The Facility Manager.
Profiel

  • You are perfectly bilingual in French and English, good knowledge of dutch;
  • You are available immediately.
  • A previous experience is an asset ;
  • You enjoy direct contact as well as on the phone ;
  • You master MS Office (Word, Excel, Outlook,) ;
  • You have a good knowledge of audiovisual techniques;
  • You are a cheerful, polite, helpful person and present very well ;
  • You are autonomous, mature, flexible, organized, punctual and multitasking;
  • You are ready to invest yourself in your new function ;
Jobgerelateerde competenties

  • Verplaatsingen van de verantwoordelijke of van teamleden organiseren
  • Tools voor de opvolging van de activiteiten en situatieoverzichten ontwikkelen en bijwerken
  • Afspraken en planning van een verantwoordelijke of een medewerker organiseren
Telefonische oproepen en bezoekers filteren

  • Brieven, verslagen, nota's,... opstellen en redigeren
  • Vergaderingen voorbereiden en organiseren (uitnodigingen, voorbereiding van de dossiers, reservering van zalen,...)
  • Dossiers behandelen en opvolgen (samenstellen, samenvatten, bijwerken van bestanden,...)
  • Beslissingen, dienstnota's, contracten behandelen en doorgeven, zowel intern als extern
  • Professionele informatie en reglementering bijwerken
Documenten archiveren en klasseren

Aanbod

  • A permanent contract ;
  • A function a humane and familial structure ;
  • Fringe benefits (meal vouchers, transportation costs) ;
  • An internal training.
Plaats tewerkstelling

1000 BRUSSEL

Vereiste studies

  • Geen specifieke studievereisten
Werkervaring

  • Minstens 2 jaar ervaring
Contract

  • Vaste Job
  • Voltijds
  • Dagwerk
Plaats tewerkstelling

  • 1000 BRUSSEL
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