Administrative Assistant

Brussels · Full-time · NCBHAM / Materiatek

About us

NCBHAM is a Brussels-based multidisciplinary interior architecture studio. We are a driven team that takes pride in the quality of our work and the relationships we build - with clients, collaborators and each other.

Materiatek is a sister company and a non-profit organization, an independent materials library, a cowork and an event space located in the same premises.

This role sits across both organizations, with most of the time dedicated to NCBHAM (70/30%)

The role

We are looking for a skilled, organised, proactive and hands-on Administrative Assistant to take ownership of our operational and administrative backbone.

You will work closely with the studio director and project managers, ensuring that invoicing, cash flow tracking, supplier coordination and project administration run smoothly.

What you will do

Project & contract administration

·      Contract preparation and administrative setup for new projects

·      Administrative support to project managers throughout project lifecycle

·      Punctual assistance to the sales team

Invoicing & cash flow

·      Invoice creation and client billing

·      Payments follow-up and reconciliation

·      Cash position monitoring and payment schedule preparation (for validation by management)

·      Income and cost forecasting using studio templates

·      Closure tracking using studio templates

Reporting & external coordination

·      Management report compilation

·      Client and supplier communication and follow-up

·      Coordination with our external accounting firm

·      Preparation and submission of administrative filings and VAT to the external accounting firm

HR

·      Assistance to HR processes

Who you are

·      Experience up to 3 years in an administrative, operations or office management role

·      Basic understanding of accounting principles, comfortable with cash flow tracking and invoicing workflows

·      Strong Excel skills and quick to learn new tools

·      Organised, proactive and detail-oriented — you follow through without being chased

·      Good communicator, at ease with project managers, clients and external service providers

·      Fluent in Dutch, French and English

What we offer

·      A full-time permanent contract

·      A competitive salary in line with your experience

·      A human-scale studio where your contribution is visible and valued

·      Room for growth and continuous development

How to apply

Send your CV and a short introduction to [email protected] with the subject line Administrative Assistant — [Your name] .