Ometa

Introduction:
Are you an organizational all-rounder who gets energy from a wide variety of projects, takes initiative and enjoys truly moving things forward? Would you like your first major assignment to be helping put Ometa’s 25th anniversary in 2027 on the map while at the same time further professionalizing our internal operations? Ometa is looking for a Backoffice &amp; Project Coordinator who, for a period of six months with the possibility of extension, will take ownership of a broad mix of projects related to event organization, CRM, back office, digitalization, communication and office operations. You are positive, collaborative, practical and digitally curious. You do not wait for every step to be explained, but see what needs to be done, think along and get to work.
Company Overview:
Ometa was founded in 2001 with a clear vision: to manage and structure information efficiently in order to optimize the operations of companies and organizations. Through intelligent integrations, we connect existing business applications and bring data, processes and users together in the right context. Our customers are large organizations in Belgium and abroad. We work with short decision-making lines, a high degree of autonomy and a team in which people take responsibility and support one another.
Job Description:
As Backoffice &amp; Project Coordinator, you will take on a versatile, temporary role focused on organizing, executing and improving. Your first major project will be the preparation of Ometa’s 25th anniversary in 2027. This is deliberately much more than an internal staff party: we want to involve employees, former employees, customers, prospects, partners and families in the Ometa story. You will help map our history, people, projects and milestones and, together with the team, translate them into a strong anniversary moment that also makes our vision for the future visible. In addition, you will lead or support various internal improvement projects: from updating CRM and contact data and renewing our back office to a potential migration to a new accounting environment, digitizing administrative processes and organizing recurring work more intelligently. You will combine project coordination with hands-on support for content, texts, translations, presentations, quotations and day-to-day office operations. You will naturally use AI and automation as practical tools to work faster, smarter and more efficiently.
Responsibilities:
1) Ometa 25 Years – your first major project:
<ul>
<li>Prepare and coordinate the anniversary event in 2027 from A to Z.</li>
<li>Map and contact customers, prospects, partners, employees, former employees and other stakeholders.</li>
<li>Help reconstruct 25 years of Ometa by collecting and structuring key projects, customers, employees, partners, milestones and stories.</li>
<li>Build and update guest and contact databases, invitations, registrations and communications.</li>
<li>Coordinate the venue, catering, suppliers, logistics, program, practical arrangements, budgets and deadlines.</li>
<li>Contribute ideas on how to make Ometa’s past, present and future vision visible through content and digital channels.</li>
<li>Provide hands-on coordination and support during the event itself.</li>
</ul>
2) Back Office, CRM &amp; Digitalization:
<ul>
<li>Update, structure and improve CRM and contact data.</li>
<li>Support the further renewal of CRM and internal back-office processes.</li>
<li>Help prepare and, where appropriate, take project ownership of the migration from the current accounting environment to a more modern solution, such as Odoo or a comparable platform.</li>
<li>Analyze existing administrative and paper-based workflows and help convert them into simple digital processes.</li>
<li>Identify recurring administrative tasks and propose ways to organize or automate them more intelligently.</li>
</ul>
3) Communication, Digital Content &amp; Support:
<ul>
<li>Perform simple updates to our WordPress website.</li>
<li>Prepare and edit texts, support translations, and help develop presentations and quotations.</li>
<li>Publish short videos and other digital content and carry out simple editing tasks.</li>
<li>Contribute ideas on how to make Ometa, our projects and Ometa’s 25th anniversary more visible digitally.</li>
<li>Use AI tools in a practical way to process information faster, prepare communications and perform repetitive tasks more efficiently.</li>
</ul>
4) Office &amp; Operational Support:
<ul>
<li>Act as one of the points of contact for colleagues, customers, suppliers and visitors at the office.</li>
<li>Welcome visitors, answer phone calls, receive deliveries and help ensure smooth day-to-day office operations.</li>
<li>Step in on a broad range of back-office and operational tasks whenever needed.</li>
</ul>
Profile:
<ul>
<li>You preferably hold a Bachelor’s or Master’s degree and have relevant experience in a support, back-office, project coordination, office management or similar role.</li>
<li>You have experience independently organizing and following up projects and can maintain a clear overview even when managing several parallel tasks.</li>
<li>You take initiative, work independently and are comfortable taking responsibility and ownership.</li>
<li>You are a hands-on doer: you see what needs to be done, find solutions and get things done.</li>
<li>You are positive, energetic and collaborative and communicate easily with very different types of people.</li>
<li>You have a strong interest in digital tools and are comfortable with a wide variety of tasks and new systems.</li>
<li>You have a feel for digital content; experience with WordPress, simple video editing or content tools is an advantage.</li>
<li>You are open to AI and enjoy using digital tools as a practical assistant. You do not need to be an AI specialist or programmer, but you are curious, willing to experiment and naturally think about automation and efficiency gains.</li>
<li>You communicate fluently in Dutch and English and feel comfortable in a dynamic and entrepreneurial SME environment.</li>
</ul>
Office Presence &amp; Contract:
<ul>
<li>This is initially a temporary six-month contract, with the possibility of extension.</li>
<li>Full-time employment or a 4/5 schedule can both be discussed.</li>
<li>This role is deliberately strongly office-oriented and based in Wommelgem. As you will act as a point of contact for colleagues, customers and suppliers, structural remote work is less suited to this position.</li>
</ul>
What We Offer:
<ul>
<li>A highly varied role with visible impact across multiple projects within Ometa.</li>
<li>The opportunity to make Ometa’s 25th anniversary your first major assignment: putting 25 years of history on the map while helping build the next chapter.</li>
<li>A high degree of autonomy, responsibility and room to introduce your own improvements and ideas.</li>
<li>The opportunity to contribute to concrete digitalization, CRM, back-office, AI and automation projects.</li>
<li>A dynamic work environment with short decision-making lines and direct collaboration with the team and management.</li>
<li>Competitive compensation aligned with your experience and employment schedule.</li>
</ul>
Interested?
Are you the Backoffice &amp; Project Coordinator we are looking for, and do you get energy from organizing, improving, communicating and helping move things forward? Send your CV and a short motivation to <a href="mailto:anke.aerts@ometa.net" rel="nofollow noopener" target="_blank">anke.aerts@ometa.net</a>.

Backoffice & Project Coördinator

Backoffice & Project Coördinator

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