Office Manager

Ghent, Belgium


As Office Manager you are at the heart of our organization and contribute to the happiness of both the InSites’ team, visitors and clients. You team up with your colleague Office Manager and together you make sure the day-to-day operations run smoothly. Next to the daily office responsibilities, you support our Finance, HR, Operations and Marketing team.

You are based in the Ghent office (HQ), and also provide remote support to the local teams in Rotterdam, London, Timisoara, New York, Düsseldorf, Sydney and Johannesburg.


Daily Office Management

  • Make visitors feel welcome and answer incoming calls
  • Handle daily mail traffic including international shipments
  • Manage travel arrangements and hotel reservations
  • Logistics for internal meetings or events
  • Stock management of office supplies and drinks
  • Coordination of the cleaning team

Supporting the corporate teams

  • Finance: creating PO numbers, approve orders
  • Employee Happiness: handling of mobile fleet, welcome of new colleagues, organize winter/summer tire changes
  • Facility: handle building repair requests, contact necessary parties, follow-up on works to be done
  • Client Happiness: practical support in organizing client events


Your expertise

  • Bachelor’s degree (e.g. Office Management, Management Assistant)
  • Preferably a first experience in administrative support or office management (or a relevant traineeship)
  • Experience in an international context is a plus
  • Strong MS office skills
  • Fluent in Dutch and English (spoken & written), basic knowledge of French

Your competences

  • Eager to provide a top-notch service, both to internal and external clients, with a smile J
  • Able to multitask & prioritize
  • Good administrative skills, having an eye for detail
  • Able to work independently, taking initiative
  • Stress resistant
  • Team player
  • Communicative, spontaneous & last but not least fun to work with!
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