Front Desk Manager

Front Desk Manager

Hydrogen Europe

Brussels, Belgium

Main responsibilities

Reception

• First point of contact to receive, respond and relay callers, e-mailers and visitors;
• Provide support to visitors such as connection to Wi-Fi, printing of documents, taxi reservation and related matters when they arise;
• Responsible for implementing the evacuation/emergency policy and being point of contact for participants;
• Various office tasks (e.g. sending documents, receiving, and sending mail and packages);
• Oversee the cleaning and instruct/liaise with the cleaning team of the meeting rooms if necessary.

Facilities management

• Manage facilities and ensure daily functionality;
• Manage premises compliance with legal requirements on safety and fire protection;
• Maintain office efficiency by planning and implementing procedures, ensure correct utilisation of in place systems and be in charge of equipment/supply procurement.

Meeting center management

Responsible for coordinating all internal and externals programs and activities at the centre such as:

• Coordinate the communication, booking, logistics and catering of meetings at the meetings centre;
• Oversee booking, planning, set-up, and logistical arrangements for meetings (including managing the meeting booking tool, catering and tidying up);
• Liaise with suppliers for technical support if/when needed;
• Liaise and brief providers in relation to services and setting-up of the meeting rooms when necessary;
• Liaise on logistic matters with relevant staff member(s) organising meetings/events and ensure that the event policy is reminded/respected;
• Support internal meetings and activities (such as staff meetings, lunches, teambuilding drinks and others when necessary).

Requirements

• A degree in office administration/secretarial studies or equivalent;
• Must have a minimum of 8 years’ experience in a similar role;
• Service- and people-oriented with a hands-on mentality to deliver results and solve problems;
• Representative personality in terms of attitude, look and friendliness;
• Easy learning new IT skills and audio-visual set ups;
• Excellent command of French and English (oral and written);
• Able to work independently and within a team in a multicultural environment.

Skills

• Strong interpersonal and communication skills (oral and written);
• Effective time management skills; priority setting and multi-tasking skills;
• Capable of delivering under time pressure;
• Coordination, planning, organisation, monitoring, and follow-up skills;
• Advanced computer skills;
• Eye for detail & accuracy;
• Discretion and confidentiality.

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Administrator and Office      Assistant      Assistant and Administrator      On-site      Hydrogen Europe