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;