RECEPTIONIST (Brussels)

Taken en verantwoordelijkheden

Are you an organized, proactive, and service-oriented professional? Does being the first point of contact in a pleasant and dynamic environment energize you? And would you like to contribute to the smooth daily operation of a prestigious site?

Then this challenge is made for you!

Your responsibilities:

As a Receptionist, you represent the company’s image and ensure a professional, warm, and flawless welcome for employees, visitors, and partners.

Reception:

• Ensure a fully welcoming and professional reception service during the defined opening hours
• Apply security procedures to ensure proper control of people, goods, and parcels
• Receive and dispatch incoming and outgoing mail, parcels, and shipments
• Forward mail to the appropriate departments, including legal services
• Manage reception communication via email, chat, and phone
• Create maintenance tickets and contribute to their fast and efficient resolution
• Create tickets with internal support teams (IS&T, Wrike, Global Security, …)
• Ensure that the reception area and meeting rooms are always clean and well organized
• Support the organization of local events (room setup, catering, external meeting rooms)
• Support the ordering process for consumables (office supplies, beverages, …)
• Supervise external service providers (cleaning, catering, maintenance)
• Coordinate reception activities, external suppliers, and internal contacts
• Support daily facility operations as well as the Facility Manager in ad hoc tasks
• Support onboarding of new employees and ensure a warm and professional welcome
• Manage badges, access cards, and keys
• Manage visitor tools and comply with global security guidelines (visitor registration, badge issuance)
• Arrange transport (taxis and other means) for employees and visitors
• Train temporary staff to ensure continuity of reception operations
• Manage parking spaces and storage areas
• Track and forward invoices and reminders to the appropriate contacts
• Perform basic cleaning of coffee machines and dishwashers when necessary
• Support Business Units in sending equipment to recycling centers
• Collaborer avec le facility management et signaler les dommages relevant du propriétaire

Single Point of Contact on site

• Collaborate with facility management and report damages that fall under the landlord’s responsibility
• Coordinate facility improvement projects
• Collaborate with Operations Management and support specific programs and projects
• Coordinate communication with local facility service providers and provide administrative support
• Deliver EHS training
• Manage customs formalities (site-specific)
• Handle correspondence, including bank guarantees
• Perform first aid and fire safety duties

Your skills and background:

• You have experience in reception, office management, facility management, or a similar role
• You are customer-oriented, professional, and service-minded
• You are structured, accurate, and well organized
• You work independently and take initiative
• You communicate easily with different stakeholders
• You have strong MS Office skills
• You are fully bilingual in Dutch–English or Dutch–French
• You hold a BA4 certificate or are willing to obtain it

What we offer:

• A varied role with many contacts in a professional and pleasant environment
• Autonomy and responsibility
• Opportunities to actively contribute to improving the workplace experience
• An attractive salary package tailored to your experience