Office Manager & Membership Coordinator

The full job description is available here (PDF version)

HOTREC, the European umbrella association representing Hotels, Restaurants, Bars and Cafés across Europe, is seeking an experienced Office Manager & Membership Coordinator to join its Brussels-based secretariat.

This is a key position within the organisation, ensuring the administrative, financial, HR and operational functioning of the Association while supporting governance processes and member relations.

About HOTREC

HOTREC represents 47 national associations across 36 European countries. We advocate for the hospitality sector at EU level, shaping policies on digitalisation, sustainability, tourism, food, social affairs and taxation.

Based in Brussels, HOTREC works closely with the EU institutions and key stakeholders to ensure that hospitality businesses can thrive in a competitive and sustainable environment.

The Role

Reporting to the Director General, the Office Manager & Membership Coordinator provides comprehensive support across four main areas:

Financial & Accounting Administration

• Processing and recording invoices

• Preparing and managing membership fee invoicing

• Managing expense claims

• Liaising with the external accountant, auditor and banks

• Drafting financial reports for the Board, Financial Committee and General Assembly

• Supporting EU project financial reporting

Administrative & HR Support

• Supporting employment contracts and payroll processes

• Coordinating onboarding and offboarding procedures

• Liaising with service providers, building management and IT support

• Ensuring compliance with Belgian administrative and accounting frameworks

Membership & Governance Support

• Acting as a key contact point for members

• Maintaining and updating the HOTREC membership database

• Supporting the organisation of Board meetings, Financial Committees and General Assemblies

• Providing logistical support for meetings and events

EU Project Support

• Administrative support for EU-funded projects

• Management of relevant project portals

• Preparation of financial reporting elements

Profile

We are looking for a highly organised and service-oriented professional with:

• Bachelor-level education

• Minimum 8 years of relevant professional experience

• Solid background in accounting, HR and administrative management

• Strong knowledge of Belgian legal and administrative frameworks

• Excellent command of English and good working knowledge of French

• Strong attention to detail, discretion and reliability

Experience within a European association is considered an asset.

Employment Conditions

• Employee contract under Belgian law

• Flexible working scheme

• Home-working allowance of two days per week

• Professional and international working environment in Brussels

• Equal opportunities employer

Start date: Ideally early May 2026
Application deadline: 18 March 2026

Applications (CV + cover letter) should be sent to marie.audren@hotrec.eu

Applicants are invited to include contact details of two professional references.