Liaison and Office Manager (m/f/d) - Brussels, Belgium

Job description

Company Description As the world moves towards a greener future, the demand for raw materials—minerals and metals—is set to increase immensely over the next three decades. Europe faces a critical challenge in securing a stable supply of these essential resources. This challenge is where EIT RawMaterials steps in. EIT RawMaterials is at the forefront of driving innovation and sustainability in the raw materials sector. As an Innovation Community within the European Institute of Innovation and Technology (EIT), we collaborate with over 300 partners across industry, academia, and research institutes. Together, we forge dynamic, long-term partnerships to develop innovative solutions that meet Europe's growing demand for raw materials. Role Overview The Liaison & Office Manager (m/f/d) will ensure the smooth day-to-day operation of the Brussels office while serving as a key point of contact for internal and external stakeholders. The role combines office management, event coordination, administrative support, travel administration, and vendor management, contributing to an efficient, welcoming, and professional working environment. Key Responsibilities Office Management & Administration Manage the daily operations of the Brussels office and ensure a well-functioning workplace environment. Anticipate and coordinate office space usage requests and meeting room allocations. Maintain office equipment and supplies, including printers, kitchen facilities, coffee machines, water supplies, and other office resources. Coordinate office maintenance and liaise with service providers to ensure high-quality office services. Provide general administrative support and perform additional administrative tasks as required. Support basic procurement activities and monitor office-related purchases and contracts. Event Coordination & Organisational Support Coordinate and support the planning and delivery of internal and external events, meetings, workshops, and networking activities. Understand event requirements and proactively propose solutions while considering logistical, timeline, and budget constraints. Organize venue bookings, room setup, exhibition spaces, catering, participant logistics, and event materials. Manage event operations, including preparation, on-site support, and post-event follow-up. Monitor event execution and respond quickly to operational issues. Evaluate event outcomes, gather feedback, and prepare event reports and recommendations. Collaborate with multiple teams and stakeholders to ensure successful delivery of events and organizational activities. Liaison & Stakeholder Management Serve as a key contact point for visitors, partners, suppliers, and external stakeholders. Facilitate communication and coordination between internal teams, management, and external organizations. Support relationship management with building management, service providers, and partner organizations. Represent the organization professionally and contribute to a positive stakeholder experience. Vendor & Contract Management Research and identify suppliers that offer the best balance between quality, service, and cost. Negotiate and manage relationships with vendors, including catering providers, cleaning services, office suppliers, insurance providers, and other contractors. Monitor service quality and ensure contractual obligations are met. Support procurement processes and supplier onboarding where required. Financial & Administrative Support Support invoice processing, purchase orders, expense tracking, and payment follow-up. Assist with budget monitoring for office operations and events. Maintain accurate records and documentation related to procurement, contracts, and administrative activities. Travel Administration Coordinate business travel arrangements including flights, accommodation, ground transportation, and travel documentation. Support travel bookings in accordance with organizational policies and budget guidelines. Assist with travel-related expense claims and documentation. Provide logistical support for international visitors and stakeholders attending meetings and events. Requirements Bachelor's degree in Business Administration, Hospitality, Event Management, Communications, or a related field. Proven experience in office management, facilities coordination, administration, event management, or a similar role. Strong organisational and multitasking skills with excellent attention to detail. Experience working with vendors, procurement processes, and budget administration. Excellent interpersonal and communication skills. Ability to work independently and manage multiple priorities in a dynamic environment. Proficiency in Microsoft Office applications. Fluency in English; French and/or Dutch would be considered an asset. Ability and willingness to work on site. Key Competencies Service-oriented mindset Strong planning and coordination skills Problem-solving and adaptability Stakeholder management Attention to detail Cost-consciousness and budget awareness Team collaboration and relationship building Position Details Location: Brussels, Belgium Contract: Full-time. Duration: 2-year fixed-term, with the possibility of extension. Reports to: Director of HR Work mode: on-site Commitment to Diversity: EIT RawMaterials is committed to diversity and inclusion. We encourage applications from all qualified individuals, regardless of background. Other information The position will stay open until a successful candidate is chosen. Application Review: Our team thoroughly reviews each application. Please make sure to submit your CV in English. Initial Interview (30 minutes): Meet with the hiring manager and HR team. Second Interview (60 minutes): Second interview with a presentation on a relevant topic to the hiring manager and the HR team. Offer : If successful, receive an offer to join our team.