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Office Manager

Gellis Communications - 08 January 2009

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Job Description

Candidates should have a high school diploma. A minimum of two year’s experience in an office administration environment is required (of which at least one in Belgium). Candidates must have excellent time-management skills, be quick learners, detail oriented, understand technology, be a self-starter, results-driven and a team player. Experience in managing a small office environment (covering personnel, office administration, some accounting) is required. Language abilities: Working level English, with excellent French or Dutch.

Office Administration (45%)
o Reception: switchboard, front door, welcome clients, etc.
o Assisting consultants with various tasks, such as mailings, etc.
o Responsible for updates to official documents for tenders
o Post office (ordering stamps, registered mail, etc.) and messengers
o Managing all supplier relationships (choice, ordering, reception, etc.)
o Management of all deliveries (local, international)
o Maintain personnel and company insurance policies
o Filing support o Maintenance of our archives
o Ensure company memberships remain current
o Magazine and newspaper subscriptions
o Organise staff training
o Making office travel arrangements
o Maintain time sheets and produce management reports
o Maintain databases
o Manage meetings rooms (planning, ordering supplies, organisation)
o Provide minutes to key Gellis meetings (e.g. weekly staff meeting)
o Responsible for all team-building events (dinners, Christmas party, etc.)

Personnel & Human Resources (20%)
o Maintain and update the ‘Registre du Personnel’
o Check attendance sheets for UCM for all personnel
o Order Chèques Repas; ensure they correspond to days worked on a quarterly basis
o Maintain all communication with our administrator at UCM
o Review all incoming CVs, make recommendations re: interviews; set up interviews, providing follow-up responses to candidates
o Maintain/update job postings on website; prepare ads for new recruitment
o Supervise stagiaire programme (logistics, not content)

Accounting/Invoicing (25%)
o Register invoices (in and out) and make payments
o Update Recettes/Dépenses book
o Prepare accounting for our company accountant
o Produce and manage expense reports
o Manage Visa statements
o Assist in the production of invoices (out)
o Responsible for communications related to ONSS, VAT, taxes, etc.

Personal Support to the Director (10%)
o Secretarial functions (letters, filing, meetings)
o Making personal travel arrangements
o Maintaining agenda
o Non-technical GSM and Blackberry issues (subscriptions, etc.)

To apply, please send your English CV and cover letter to peter.strempel@gellis.com.

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