Office manager (part-time)
Wavre
-
Belgium
Notes Seb : Notes Seb : Notes Seb :
Mi-temps (all days and morning preferably)
Connaissance HR et comptabilité est un plus
Connaissance Odoo est un plus
Personne organisée (sens de l'oganisation) et communicative
Expérience professionnelle de 5 ans
Les tâches que j’effectue en dehors des ressources humaines sont :
- Answering phone
- L’office management (Waver + Leuven) (en moyenne 7h/semaine) qui consiste à gérer le courrier, l’admin bureaux, l’entretien des locaux, le rangement des cartons de livraison et autre retour de foires, l’achat et les livraisons de nouveau matériel, le courrier (relevé, recommandés et timbres, l’aménagement du confort des collaborateurs, fournir la cuisine en petit matériel (cuisine, lait, savon, etc…) et remplir le tiroir crasses, ….
- La flotte et le budget mobilité (1h à 2h/jour)
- Les events : entre 20h et 30h/event semaine en sachant qu’il y a un event par mois à peu près (off meeting, Odoo XP, Off Meeting résidentiel, réunion d’équipe à l’extérieur, apéro mensuel …)
- Les voyages : entre 2 et 3h/voyage (réserver avions et hôtels, encoder expenses)
- Gestion des expenses : 2h/semaine
- Approbation factures fournisseurs
- La gestion de la carte VISA : 2h/semaine
- …….
1. Accueil & communication
Accueil téléphonique
Gestion de la centrale d’appel
Accueil des clients et visiteurs sur site
Gestion de la boîte mail info@
Interface avec le facteur, transporteurs et livreurs
2. Office management & gestion des bureaux (Wavre + Leuven)
Gestion quotidienne des bureaux
Suivi des contrats liés aux bureaux (bail, nettoyage, machines à café, etc.)
Gestion du chauffage, de la climatisation et du wifi
Coordination avec les prestataires externes
Suivi de l’entretien des locaux
Gestion des consommables (bureau, cuisine, sanitaires, etc.)
Approvisionnement cuisine (lait, café, savon, petit matériel)
Gestion du bien-être et du confort des collaborateurs
Vérification régulière des stocks et besoins
Rangement logistique (cartons de livraison, retours de foires, stockage)
Logistique quotidienne (organisation générale des espaces)
Commande des lunchs du midi
Gestion et rangement du matériel commun
3. Achats & logistique
Gestion des petits achats de matériel :
bureau
IT léger
matériel marketing
Suivi des commandes et livraisons
Coordination avec fournisseurs
4. Gestion administrative & financière
s factures entrantess factures entrantes s factures entrantes factures entrantes Gestion des factures entrantes
Approbation et suivi des Approbation et suivi des factures fournisseursApprobation et suivi des factures fournisseursfactures fournisseursApprobation et suivi des factures fournisseurs
Gestion et suivi des Gestion et suivi des expensesGestion et suivi des expensesexpensesGestion et suivi des expenses
Gestion des Gestion des cartes VISAGestion des cartes VISAcartes VISAGestion des cartes VISA
Gestion des Gestion des cartes essenceGestion des cartes essencecartes essenceGestion des cartes essence
Encodage et suivi administratif dans Odoo
5. Flotte & mobilité
Gestion de la flotte de véhicules
Suivi et gestion du budget mobilité
Utilisation et suivi de l’application de budget mobilité
Coordination avec fournisseurs et partenaires liés à la mobilité
Suivi administratif lié aux véhicules et aux avantages mobilité
6. Events, team building & vie d’entreprise
Organisation et coordination logistique des events internesevents internes : :
off meetings
team buildings
événements internes récurrents
Présence et support logistique lors des événements
Gestion des prestataires (lieux, catering, matériel)
Coordination ponctuelle avec l’équipe marketing pour les événements
Gestion des imprévus avant, pendant et après les événements
7. Voyages professionnels
Réservation des voyages (avions, hôtels)
Support administratif lié aux déplacements
Suivi des expenses liées aux voyages
8. Onboarding & support aux équipes
Accueil des nouveaux collaborateurs
Explication du fonctionnement des bureaux
Gestion des accès, clés et badges
Support logistique lors des arrivées et départs
Contribution au bon fonctionnement quotidien des équipes
9. Amélioration continue & organisation
Maintien et amélioration des processus existants
Identification d’axes d’optimisation dans l’organisation quotidienne
Contribution à la fluidité opérationnelle et administrative de l’entreprise
Rôle de point de contact interne pour les sujets opérationnels
Eezee is looking for a part-time Office Manager to ensure the smooth day-to-day operation of its offices and to support teams in their operational activities.
You hold a central role in the internal organisation and ensure the company’s operational efficiency on a daily basis.
Your Role
As an Office Manager, you are responsible for the company’s day-to-day operational functioning. You work across a broad and transversal scope, in close collaboration with internal teams and external partners, ensuring that the organisation remains smooth, structured, and reliable.
Organisation of the role
The position is part-time, based on 4 hours per day, ideally every morning, from Monday to Friday, with an on-site presence in Wavre and Leuven.
A degree of flexibility is expected, particularly during internal events. In this context, working hours may occasionally be adjusted (afternoon or evening presence, with time off in return).
As an Office Manager, you operate within an operational and organisational scope, with the objective of ensuring the company runs smoothly on a daily basis. The role is cross-functional, involving interaction with all teams, and covers office organisation as well as logistical and administrative support related to internal activities.
Your responsibilities include in particular
- Organisation and management of the offices (Wavre and Leuven): daily logistics, coordination of service providers, follow-up of equipment, contracts, and team comfort.
- Management of administrative flows related to internal activities: supplier invoices, expenses, professional cards, and related administrative follow-up.
- Management of the vehicle fleet, fuel cards, and the mobility budget, in coordination with dedicated tools and partners.
- Organisation and logistical coordination of internal events and team buildings, with occasional collaboration with the marketing team.
- Reception of clients and visitors, as well as management of general contact channels (telephone, call centre, info@ mailbox).
- Logistical support for onboarding new employees (welcome, office setup, access).
- Contribution to the continuous improvement of internal organisation, by proposing pragmatic optimisations aligned with operational realities.
Your profile
You have at least 5 years of professional experience in a similar role or in a transversal administrative / operational function, ideally within an SME environment.
You are recognised for your strong organisational skills, reliability, and ability to manage multiple topics simultaneously with method and pragmatism. You are able to work autonomously, anticipate needs, and move things forward without constant supervision.
What we are looking for
- A structured, organised, and proactive person, able to manage a varied scope of responsibilities.
- Clear and professional communication skills, both written and verbal.
- The ability to demonstrate flexibility, particularly during internal events or busier periods.
- Ease in an operational environment, with a strong focus on making sure “everything runs smoothly”.
Skills and assets
- French is mandatory; Dutch or English is required.
- Knowledge of HR, administrative, or accounting environments is an asset.
- Strong command of Word, Excel, and PowerPoint.
- Knowledge of Odoo is a plus, but not required (training will be provided).
Our Offer
- A permanent part-time contract (4 hours/day, ideally in the morning).
- An attractive compensation package, including a competitive salary, meal vouchers (€10/day), eco-vouchers, hospitalisation insurance, as well as a laptop and professional mobile phone.
- A 100% on-site position, with offices in Wavre and Leuven.
- A central and structuring role, with real autonomy in daily organisation.
- A professional, stable, and human work environment, within a growing company.
- Smart flexibility, particularly around internal events, with adjusted schedules and time off in return.
- Odoo training provided upon arrival.
- Growth opportunities, depending on the evolution of the role and the company.
- Start date: as soon as possible.
« Alone we go faster, together we go further »
Why Eezee?
At Eezee, people and added value are at the heart of every project. For us, a successful ERP implementation is not just about going live it’s about empowering clients to become more autonomous, efficient, and high-performing.
Working at Eezee means:
- Contributing to impactful projects in ambitious companies.
- Growing in a supportive, collaborative, and agile environment where initiative is encouraged.
- Learning every day alongside passionate and open-minded experts.
- Being part of the growth of an international group, while enjoying the closeness of a human-sized team.
Who is Eezee-it ?
At Eezee, we’re more than just an Odoo Gold and MMC Partner. Since 2010, we have successfully delivered over 250 projects and support more than 2,000 users worldwide. With five international offices and a team of 90 experts, we work closely with Odoo to address complex challenges and help retailers, distributors, franchises, and brand manufacturers optimize their omnichannel strategies.
Our approach is built on collaboration, customer satisfaction, and efficiency—with a resolution time under 4 hours and an impressive customer rating of 4.8/5.