Office Coordinator

Founded in 1904, the Fédération Internationale de l’Automobile (FIA) brings together leading national motoring organizations from 146 countries worldwide and is the governing body for world motor sport. The FIA Region I office, based in Brussels, is a consumer body comprising 100 Mobility Clubs that represent over 40 million members from across Europe, the Middle East, and Africa. For more information: www.fiaregion1.com

Location: Brussels, with flexible remote work options (up to 8 days/month, including from other European Union locations)

Job duration: Open-ended, full-time or 80%

Starting date: May 2025

Deadline for applications: 31 March 2025

ABOUT THE ROLE:

We are seeking an Office Coordinator to ensure the smooth running of our office, handling administration duties and office procedures.

Tasks and responsibilities

The Office Coordinator is the main point of contact for suppliers, the building owner, and our 10+ staff members. You will work closely with the Director General and Management Team to ensure efficient office operations:

• Provide administrative and basic financial support for outsourced accounting (scanning and filing invoices, checking expenses, following up on budget lines, supporting with quarterly reports, processing payments via online banking) and social secretariat tasks.
• Serve as the primary contact for maintenance, mailing, suppliers, IT equipment, building owner, IT companies, and building management.
• Negotiate and renew contracts with suppliers, ensuring the office can perform its duties effectively, including welcoming visitors and members.
• Support with travel arrangements and events, both on-site and potentially abroad, and organize team moments (meetings, team-building activities, etc.).
• Assist with the recruitment and onboarding of staff and interns.

Who are we looking for?

• At least 5 years of experience in an administrative role, such as Office Coordinator, Front Office Manager, or Administrative Assistant
• Solid knowledge of office administration systems and procedures in Belgium.
• Proficiency in MS Office and a “can-do” attitude
• Strong attention to detail and excellent problem-solving skills.
• Excellent verbal and written communication skills in English and either French or Dutch.

The ideal candidate will be highly organized, diplomatic, and able to thrive in a multicultural environment.

What we offer:

• An exciting and challenging work opportunity in a dynamic, multicultural environment.
• A competitive salary package in line with the position, responsibilities, and experience (holiday pay, 13th month salary, lunch vouchers, and hospital, life group, and travel insurance, designed to support the health, well-being, and career growth of our team members).
• 20 days of legal annual leave, plus 10 extra days (5 of which are planned during the end-of-year closure)
• Working-from-home policy compensation (170 EUR net) for home office setup.

How to apply:

Applications with CV and cover letter shall be sent to: [email protected] by 31 March 2025 with subject line “Office Coordinator”.

Candidates must have the legal right to work in Belgium.

By applying, you consent to FIA Region I storing your personal data for the purpose and duration of the selection process.