Position Summary

As Office Manager, you are the linchpin of our organization. You ensure that everything in the office runs smoothly, play an essential role in both HR and financial administrative processes, and support the French-speaking General Manager wherever possible. You are organized, independent, and proactive, and enjoy managing a wide range of responsibilities. You are the one who supports colleagues, streamlines processes, and maintains an overview.

A highly versatile role in a young team and a growing company.

Key Responsibilities

Office Management

• Serve as the first point of contact for employees, visitors, and suppliers.
• Manage office and warehouse supplies, facilities, and general office needs.
• Coordinate and finalize maintenance contracts in consultation with management.
• Organize meetings, company events, and internal communications.

Human Resources

• Serve as the primary point of contact for recruitment and selection, including preparing job postings, coordinating applications, and conducting initial candidate screening.
• Create, maintain, and manage employee personnel files.
• Record and maintain employee leave and absence information in Sigma Nmbrs.
• Process salary changes and verify employee expense reports.
• Support the implementation and communication of HR policies and employee-related matters.
• Coordinate and support the onboarding of new employees.
• Serve as a point of contact for employees regarding HR-related questions and the applicable collective bargaining agreement.

Financial Administration

• Process purchase and sales invoices in collaboration with colleagues.
• Process bank transactions and payments in multiple currencies through online banking platforms.
• Liaise with the Canadian headquarters regarding outgoing invoices, financial reporting, and monthly closing activities.
• Manage and process payroll accounts across different European jurisdictions, ensuring compliance with applicable payroll and labour regulations.
• Serve as the point of contact for banking matters, including the administration of employee corporate credit cards.

Management Support

• Provide general administrative support to management, including documentation and paperwork.
• Provide support and guidance on HR-related matters.
• Take minutes at key meetings and proactively follow up on outstanding action items.
• Report significant operational, HR, or administrative matters and changes to management in Canada.

Qualifications

• Associate’s degree or equivalent level of education and experience.
• Relevant experience in a similar administrative, office management, or HR-related role.
• Proficiency in Microsoft Office.
• Strong verbal and written communication skills in both English and Dutch.
• Strong organizational, planning, and analytical skills.
• Discreet, dependable, and able to manage multiple priorities in a fast-paced environment.
• Able to work independently while collaborating effectively as part of a team.