2 May 2024

Office Life & Operations Coordinator

We are a global engagement and marketing agency that creates human-centric touchpoints that unleash the power of people to deliver innovation and growth.
Firm believers in the power of building community since 1987, we are helping brands, associations and not-for-profit organisations solve their key people challenges through our core expertise: Live & virtual events, Strategic & digital communications and Consulting & community solutions. We are an independently owned agency, headquartered in Geneva, Switzerland, with a global presence of 60 offices in 31 countries.

 

GENERAL JOB DESCRIPTION

 

The Office Life & Operations Coordinator is in charge of various administrative and operational tasks related to the office life and plays a central role within the office, coordinating and handling all day-to-day office administration and management tasks including interaction with internal or external stakeholders (e.g. internal team, departments, MCI global, clients and third-party suppliers).

This role requires pro-activeness in implementing and supporting the implementation of company processes, identify and suggest improvements whenever relevant. The role entails to manage the office responsibly and in line with the EMAS certification (eco-responsible). The person fulfilling this role will be collaborating closely with the People & Culture Team and will report directly to the Director of Business Services.

 

GENERAL OFFICE LIFE

 

  • Manage reception: welcoming guests, daily deliveries, phone and general inboxes of MCI and logos.
  • Answer main phone line for the four brands and dispatch calls: MCI Benelux, logos, BBE and Ovation.
  • Distribute and/or store correspondences (e.g. letters, emails and package delivery)
  • Keeping corporate meeting rooms (level +3) equipped and clean at all times
  • Maintaining the office condition and arranging necessary repairs with the building management (Cofinimmo) and submit any ad hoc requests via the ticketing system
  • Manage the music in the Village during lunch times and internal events
  • Water and care for the cactus in the Village and open space (level +3)
  • Centralise and optimise office improvements/ideas; make life in the office pleasant, where people feel good

 

OFFICE OPERATIONS

 

  • Centralise travel tickets: online reservation, payments with company credit card, encoding CO2 information in the TRAACE software (group reporting with Finance)
  • Assist in organising in-office client meetings for mci group Brussels
  • Assist in organising the internal monthly events/meetings for mci group Brussels in-office & offsite
  • Manage and optimise stock inventory for mci group Brussels in accordance with internal events, (client) meeting and in line with EMAS certification and CSR policy
  • Manage all office suppliers, including (but not limited to): Proximus/Colt (internet), iRiS (cleaning company), Lyreco (office supplies, etc.), KONICA (printers & toners), GRÖHE (water filters & fountains), Javri (coffee machines), BIOCENO weekly fruit order, etc.
  • Liaise with the Finance Team for supplier invoices (check correctness, ensure payment is processed and allocated to the right cost centre)
  • Help/assist staff members of the company to find & book restaurants in Brussels for dinners with clients – if timely
  • Support operational teams in gathering administrative documents for pitch & tenders (i.e.: transparency register, due diligence, financial documents, etc.) – if timely

 

REQUIREMENTS & SKILLS

 

  • Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
  • Knowledge of Office Administrator responsibilities, systems and procedures
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular) and familiarity with email scheduling tools
  • Excellent time management skills and ability to multi-task and prioritize work
  • Excellent written and verbal communication skills in English and French
  • Strong organisational and planning skills in a fast-paced environment
  • Attention to detail and problem solving skills
  • A creative mind with an ability to suggest improvements
  • High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
  • Hands on experience with office machines (i.e.: printers, coffee machines, etc.)

 

MCI is where you can bring your true self to work and be proud of what you do. Join us and make a difference!