Office manager

TOffice & Business Support Coordinator

Location

Ghent

Contract

Full-time

Experience

Preferably 3–7 years of relevant experience

Languages

Dutch and professional-level English

The Role

We are looking for an experienced and versatile Office & Business Support Coordinator to play a central role in the day-to-day support of our organization in Belgium. You will combine administrative responsibilities with invoicing, customer contact, internal follow-up, and international communication with our headquarters and colleagues in China and Singapore.

This is not a traditional administrative position. We are looking for someone who works independently, takes responsibility, proactively follows up on matters, and has the potential to grow into a broader coordinating or operational role over time.

Your Responsibilities

·        Manage and follow up on daily administrative processes and general office support.

·        Prepare, process, and follow up on invoices and related administrative documents.

·        Maintain professional contact with customers and answer or coordinate responses to their administrative and operational questions.

·        Follow up on files, orders, deliveries and/or sales administration, depending on the organization’s needs.

·        Communicate and coordinate regularly with headquarters and colleagues in China and Singapore.

·        Monitor deadlines, outstanding actions, and administrative agreements, and communicate proactively about them.

·        Support local management and serve as a practical point of contact for various internal and external stakeholders.

·        Identify bottlenecks and suggest ways to make administrative and operational processes more efficient.

·        Provide ad hoc support for projects and other business support activities.

Your Profile

·        You preferably have 3 to 7 years of relevant experience in a broad administrative, commercial, or business support role.

·        You have strong administrative skills, are accurate and organized, and are also comfortable interacting with customers and international colleagues.

·        You have experience with invoicing and are familiar with following up on administrative and financial processes.

·        You communicate fluently in Dutch and have a professional command of English, both spoken and written.

·        You can set priorities independently and do not wait to be prompted when something requires follow-up.

·        You are hands-on, solution-oriented, and take ownership of your responsibilities.

·        You can switch smoothly between different tasks and stakeholders in an international environment.

·        You are proficient in Microsoft Office; experience with ERP, CRM, or accounting software is an advantage.

·        You are not looking solely for an administrative execution role, but for a position in which you can take responsibility and continue to grow.

What Matters to Us

In addition to experience, we place great importance on maturity, initiative, and growth potential. The ideal candidate understands that good business support is about more than carrying out administrative tasks correctly: you maintain an overview, anticipate needs, take initiative, and ensure that customers, colleagues, and management can rely on you.

Growth Prospects

As you become more familiar with the organization, its customers, and international processes, your area of responsibility may expand further.

Depending on your strengths and the organization’s development, this could evolve over time into roles such as Senior Business Support, Office Management, Operations Coordination, or another position with broader operational responsibilities.

What We Offer

·        A broad role with plenty of variety and responsibility.

·        Direct contact with customers, local management, and international colleagues.

·        An international working environment with connections to the US, Germany, China, and Singapore.

·        Opportunities to help shape processes and suggest improvements.

·        Concrete career development opportunities for someone who shows initiative and wants to take responsibility.

Practical Information

Start date: To be discussed

Work schedule: Full-time

Work location: Ghent

Reports to: Managing Director