Office Manager & HR support

CLIMACT, a leading Energy & Climate Change consulting company based in Louvain-la-Neuve and offering a cowork space in Brussels, is looking for potential candidates (M/F/X) to fill in an open position, starting as soon as possible.

Role and responsibilities : 

The position includes the following responsibilities :

Office management

  • Provide adequate administrative support to the team (40 staff members) ;
  • Manage company resources (insurances, IT services, office equipment & supplies …) ;
  • Manage registrations for seminars, events ;
  • Manage bookings of meeting rooms and travels ;
  • Support the organization of off-site & team building events ;
  • Receive and dispatch the incoming calls and general mailings ;
  • Manage the office infrastructure, including placing orders and price negotiations.

Finance support

  • Follow-up of payments and recalls ;
  • Collaborate with the external accountant, for invoices and bank relationship ; 
  • Gather and check the expense statements ;
  • Give support for documentation and follow up of granted subsidies ;
  • Look for other potential public aids..

Sales support​

  • Support outgoing proposals (filling documents, certifications…) ;
  • Support on public and EU tender (administration, preparation and process) ;
  • Follow up of project “post mortem” ;
  • CRM management and its updating (mainly contact and company information).

 HR support 

  • Provide operational support in HR activities (mainly management of extra legal benefits).
  • Interact with Social Secretariat and administration ;
  • Collect info on relevant requests and subscriptions for the team: documentation and training ;
  • Help to develop a training plan ;
  • Maintain good contacts with universities for interns recruitments ;
  • Question the existing policies (sounding board).

Profile : 

Potential applicants should present the following experience and skills : 

  • Proactive, initiative and action oriented, rigorous and organized.
  • Great sense of responsibility and confidentiality.
  • Adapt easily.
  • Good communication skills and good presentation.
  • Ability to identify problems and provide solutions.
  • Knowledge of accounting and payroll processes..
  • Knowledge of Odoo is nice to have.
  • Bilingual French and English with a good command of Dutch. 
  • 5 years of successful experience in a similar position.. 

Proposal : 

  • We offer a full-time position (38 h/week – to be discussed) with a competitive salary.
  • Lunch vouchers, mobility solutions, insurance and mobile subscription are part of the package.
  • Teleworking is possible.
  • Our head office is in Louvain-la-Neuve and we have offices in Brussels.