Founded in 1904, the Fédération Internationale de l’Automobile (FIA) brings together leading national motoring organisations from 146 countries worldwide and is the governing body for world motor sport. The FIA Region I office, based in Brussels, is a consumer body representing 100 Motoring and Touring Clubs and their 36 million members from across Europe, the Middle East and Africa. See more: www.fiaregion1.com.
Place: FIA Region I office in Brussels, Belgium (up to 8 days/month from home or other location in Europe)
Job duration: Open-ended, full-time or 80%
Starting date: July or September 2023
Deadline for applications: 19th June 2023
We are currently looking for an Office Coordinator to ensure the smooth running of the office, carrying out administration duties and office procedures.
Tasks and responsibilities:
The Office Coordinator ensures the smooth running of the office. S/he is the main contact person for the office for suppliers, building owner and our 10+ staff members. This central role entails the following tasks, in close collaboration with the DG and Management Team:
- Order supplies, make sure our office and equipments are working, and negotiate ongoing contracts with providers
- Act as a contact point for e.g., maintenance, mailing, suppliers, IT equipment, building owner, our IT companies and building owner/manager
- Provide administrative support for the accounting department in Geneva (scanning and filing invoices, check expenses forms, follow up budget lines, support with quarterly reports, payment of invoices via our online banking) & social secretariat
- Welcome visitors and/or members on site, support meetings organisation
- Support with travel arrangements, organize team moments (team meeting, team building, …)
- Assist with staff & interns recruitment and onboarding
The successful candidate will have the following qualifications and skills
- Proven experience as an Office Coordinator, Front Office Manager, or Administrative Assistant.
- Strong organizational and planning skills in a fast-paced environment.
- Knowledge of office administration responsibilities, systems, and procedures.
- Proficiency in MS Office and “can do” attitude
- Attention to detail and problem-solving skills
- Excellent verbal and written communication skills in English and in either French or Dutch.
The ideal candidate is very well organized, diplomatic, and thrives in multicultural context.
What we offer:
- An interesting and challenging work opportunity in a dynamic and multicultural job environment
- Attractive salary package in line with the position, responsibilities, and personal experience (holiday pay, 13th month salary, lunch vouchers, and hospital, life group, and travel insurance)
- 20 days of legal annual holidays, plus 10 extra days (5 of which are planned during the end-of-year closure)
- A working from home policy (2 days per week) compensation for homeworking and package to set up your home office
Applications with CV and cover letter shall be sent to: trectem@fia.com by 19th June 2023 with subject line “Office Coordinator”.
Candidates must have the right to work in Belgium.
