Receptionist & Facility Officer

As Receptionist & Facility Officer, you will be the first point of contact for members and visitors and will support the smooth day-to-day operation of the office.

You will manage reception and visitor processes, oversee office readiness, coordinate meeting rooms and on-site event logistics, and support essential services such as catering, stationery, mailroom and archives.

You will also coordinate preventive and reactive maintenance of key facility systems and assist with practical facility projects, including storage and furniture inventory. Through this varied role, you will help provide a professional, safe and positive working environment for employees, members and visitors. You will work at the Secretariat in Brussels, reporting directly to the Facility Manager.

Your responsibilities

Your responsibilities will vary based on priorities and projects and may include, but are not limited to:

• bull; Act as the main point of contact for members and visitors, ensuring a professional and welcoming reception experience.
• bull; Carry out daily office checks and take appropriate action to ensure that workspaces are clean, functional and ready for daily operations.
• bull; Support catering coordination, stationery, the mailroom and archives to ensure the availability of essential office resources.
• bull; Manage meeting room bookings, room set-up and associated services, and coordinate logistical support for on-site events.
• bull; Coordinate preventive and reactive maintenance for electrical systems, HVAC, access control, alarms, audiovisual systems and other key equipment.
• bull; Assist with facility projects, including storage management and maintenance of the furniture inventory, to support the effective use of space and resources.

We are looking for a motivated candidate with the following skills and abilities:

• High school qualification or an equivalent level gained through professional experience.
• 1-3 years of relevant experience in reception, office services or facilities support.
• Demonstrated proficiency in Microsoft Office and collaboration tools, including Word, Excel, Teams, Outlook and SharePoint.
• Excellent written and oral communication skills in English, with a good command of French and/or Dutch.
• A collaborative and service-oriented approach, with the ability to build positive working relationships and respond effectively to different audiences.
• A strong sense of accountability, reliability and integrity, with the ability to follow procedures and meet commitments.
• Good organisational and problem-solving skills, including the ability to plan, prioritise and deliver work on time.
• Ability to work independently and in a team setting while managing competing priorities.
• Willingness and availability to work from the office five days a week (Monday to Friday).
• Positive mindset aligned with the values of Team, Trust, Integrity, Excellence and Future-thinking.