Office Manager / Belgium

Job title: Office Manager / Belgium
Contract type: Permanent
Location: Brussels
Salary: Euro 40K - Euro 60K
Reference: EN - PR/111469
Contact details: Mitsuo Sawai
Contact email:
Job published: November 05, 2021 14:59

​Office Manager / Belgium


Up to Euro 60K per annum

Job profile

A Japanese Global manufacturing company is looking for the Office Manager, who can help us build a new sales team based in Belgium and the Netherlands. This position will support Benelux staff on the general affairs management, specifically on accounting, tendering, purchasing and logistics.

Duties and Responsibilities:

Office Management

• Process government permits and other necessary documents for the company.

• Log email memos, letters, faxes or forms requests for sales or support and pass onto appropriate personnel

• Book internal meetings, lunches, meeting and training rooms

• Make travel arrangements, such as booking flights, cars, and making hotel and restaurant reservations

• Order supplies for equipment for demonstrations, giveaways & literature

• Apply for Visa of employees, when necessary.

• Update and maintenance office policies, in collaboration with GM & HR.

Commercial Administration

• Facilitate communication with accounting on matters of customer purchase orders, sales and invoicing.

• Manage/make purchase orders as instructed by General Manager and for items or services needed by sales/marketing or engineers to suppliers.

• Monitor customers unpaid sales invoices and open orders pending for delivery.

• Facilitate communication with logistics on matters of import, export and local shipments and delivery to customers as well as inventory

• Receive purchase orders from customers, monitoring of deliveries, and arranging shipments between EU and Japan.

• Manage storage and transferring of stocks.

• Organize logistics for transport for installations or demonstrations

• Monitor ARKRAY inbox daily for Tender alerts and tender-related communications

• Register tender interest, submit clarifications & submit tender bids as instructed by sales team

• Maintain a log of all quotes, and tender proposals compliant with public procurement regulations


3+ years of work experience in administrative or related field

English business level speaker

Good in verbal and written communication skills in Dutch

Written and reading skill in French will be an advantage

Proficiency in Microsoft Office suite (Outlook, Excel, Word, PowerPoint, etc.)

Experience in handling administrative work to support management and operation

Strong organizational skills with the ability to multi-task

Know-how on inventory and logistics will be an advantage


Flexible office in Antwerp, Brussels or Ghent

Partially homework is possible


Candidate must be eligible to work without any restrictions as no visa support given