Office Manager

We are looking for a versatile and proactive Office Manager to join our team. In this key role, you will be responsible for ensuring the smooth running of daily back-office operations, managing the agenda, facilitating meetings, and taking minutes of important decisions. You will serve as the liaison between our Project Manager, management, and the rest of the staff, playing a crucial role in optimizing our internal processes and establishing new policies.

Main Responsibilities:

• Agenda Management: Manage and coordinate the agendas of the management team and ensure efficient scheduling of meetings and appointments.
• Managing meetings: Organize and facilitate meetings, including setting the agenda, gathering relevant documentation, and preparing participants. Ensure meetings run smoothly and monitor progress.
• Minutes: Take accurate minutes of meetings and distribute them to relevant stakeholders. Ensure action items are assigned and tracked.
• Document Management System (DMS): Manage and control our Document Management System, ensuring consistency, organization and accessibility of documents and data.
• Quality Control: Monitor the quality of work performed by back-office staff and ensure that processes are carried out according to guidelines.
• Internal Communication: Serves as a liaison between various departments within the company, including the Project Manager and management, to ensure a smooth flow of information.
• Policy development and optimization: Proactively contribute to the development of new policies and the optimization of internal processes to improve efficiency.

• At least an MBO diploma, preferably in Office Management or a similar field of study.
• Experience in a similar position as Office Manager or Executive Secretary.
• Excellent organizational skills and attention to detail.
• Strong communication skills, both oral and written.
• Proficiency in Microsoft Office Suite and document management systems.
• Proactive and self-directed work attitude.
• Ability to manage confidential information with integrity.
• Team player with strong interpersonal skills.