Office Manager

Office Manager

TBI - Tony Blair Institute for Global Change

Brussels, Belgium

Role Summary

The Office Manager will be responsible for covering and managing all aspects of office facilities within the Brussels office, maintaining key supplies of consumables and covering reception. They will also have responsibility for the general administration and support of TBI-organised events in Brussels. They will work with the team to ensure the smooth running of the office and provide support where required. Please note that this role is office based. We are open to flexible working patterns. The right to live and work in the EU is a prerequisite.

Know-How

• Manage all aspects of day-to-day facilities within the Institute office to ensure a pleasant, welcoming environment for visitors and staff;
• Ability to portray a discreet and professional approach to work as well as a corporate image to all visitors at the office.

Accountability

• Oversee the cleaning and maintenance needs of the building through direction of contractors;
• Ensure that reception services are provided to a professional standard;
• Ensure that secondary services are managed to a high standard such as mail, courier and taxi services.

Responsibility

• Supervise and conduct general day to day facilities duties throughout the office;
• Assist in the setup of events and on-site meetings, including hybrid meetings;
• Manage online orders of supplies as and when required;
• Processing of incoming and outgoing email, mail and courier services;
• Manage the kitchen and communal areas, ensuring all hygiene requirements are met, consumables are stocked and maintained at appropriate levels;
• General upkeep of the office space and storage areas throughout;
• Light cleaning during the day as and when required;
• Manage the cleaning needs of the building through direction of the cleaning team;
• Perform ad hoc tasks as required and directed by the supervisor;
• Ensure health and safety standards are maintained in line with governing regulations;
• Provide administrative assistance where required (eg maintaining and updating databases, including the CRM; preparing badges for external meetings; support with internal processes).

Business support functions

• Ensure a facilities list is kept up to date;
• IT: liaise with central IT support and HR onboarding teams, to ensure that all staff have adequate IT equipment;
• Admin: support the Director and team with logistics support;
• Travel: Support any visa applications for team and visitors.

Safety, security and access

• Ensure that office premises are compliant with fire regulations and equipped with firefighting equipment where necessary;
• Act as the point of contact in country to carry out safety or security tasks as directed by the Global Security and Operations team;
• Maintain an up-to-date country Flap sheet and communications tree.

Judgement

• Maintain an adequate supply of consumables throughout the office, anticipating possible needs and delays in supply chains and managing the order process to achieve this;
• Managing time sensitive priorities and showing adequate judgement based on need;
• Collaborating and supporting other teams when required.

Ambition

• Contribute to improving the working space for staff as well as bring forward potential cost savings to help meet the organisation's objectives.

Person Specification

• Ability to proactively complete physical tasks in a timely, accurate and organised manner;
• Ability to safely complete manual handling tasks (lifting, moving and storing objects);
• Understand and demonstrate the ability to apply Health and Safety procedures relevant to the role;
• Relevant experience delivering administrative support in an efficient and proactive manner;
• Ability to deal with everyday problems: to identify which problems should be referred to a supervisor, which problems can be dealt with, and which situations are an emergency;
• Ability to work flexibly to meet deadlines and respond to unplanned situations;
• Self-motivated, committed to high standards and have excellent attention to detail;
• Professional outward facing demeanour;
• Ability to work flexible hours when required for specific needs;
• Good IT skills desirable;
• Good level of French;
• The person must have the right to live and work in the EU.

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