Office Manager

Office Manager

ADF International

Brussels, Belgium

ADF International is looking for a highly organized Office Manager to join us full-time on a temporary basis in our Brussels, Belgium office. As the Office Manager, you are a vital part of the ADF International team in Brussels, and will play a central role in ensuring the smooth, professional, and efficient functioning of our offices while supporting teams across Europe.

Your Essential Responsibilities:

In this position, you will:

• Serve as the first point of contact for the offices, managing calls, correspondence, visitors, vendors, and deliveries;
• Oversee day-to-day office operations, ensuring well-organized processes, a functional work environment, and a welcoming office culture;
• Manage office services, including procurement, inventory, equipment, facilities coordination, and supplier relationships;
• Coordinate meetings, calendars, and logistics for team members across Europe and internationally;
• Provide high-quality administrative support, including document management, filing systems, data entry, and targeted research;
• Maintain and regularly update internal documentation such as Office Handbooks, operational guidelines, and procedures;
• Support the planning and coordination of internal and external events, meetings, and team activities;
• Foster team engagement by coordinating internal moments such as onboarding support, celebrations, and farewell gatherings;
• Prepare expense reports and support accounting processes, including expense tracking and receipt processing;
• Maintain accurate records across internal databases and systems, including CRM tools;
• Identify opportunities to improve office processes, tools, and workflows, contributing to continuous operational improvement.

Other Responsibilities:

You may be asked to perform related duties or special projects as assigned within the general scope of the position.

Skills you need to succeed:

• Strong administrative skills;
• Anticipate needs of local team members;
• Strong computer skills including experience with Microsoft Office: Word, Excel, Outlook and Internet Explorer;
• Ability and willingness to learn and apply other software applications;
• Proven excellent verbal, written, and interpersonal communication skills in English and French or Dutch;
• Proven excellent customer service skills.

Ability to:

• Ability to initiate, work, and motivate within a team and independently;
• Ability to professionally handle confidential information;
• Demonstrate ability to make sound decisions under demanding conditions.

Education and/or experience:

• Requires 3-5 years of experience in an administrative role;
• Fluent English and French or Dutch required.