(Senior) Office Manager Belgium

Over deze functie

Your role
Fastned is growing in Belgium, with colleagues working from our offices in Ghent and Brussels. We are looking for an experienced Office Manager to make both locations run smoothly and feel like great places to work. You will combine practical organisation with a warm, people-focused approach. You will make sure our offices are welcoming, safe, well equipped and connected to Fastned’s culture. You will work closely with colleagues across Belgium, the Country Director, local leaders, local teams, building management and external suppliers. You will be based in either Ghent or Brussels, with regular presence in both locations. Catered lunch is organized in Ghent on Mondays and Tuesday, your presence is required in Ghent on those days.

Your responsibilities
Keep our offices running smoothly

• Make sure both offices are organised, clean, welcoming and ready for colleagues, visitors, meetings and events.

• Coordinate facilities, maintenance, access, meeting rooms, furniture, supplies, post, waste and office equipment.

• Work with landlords, reception, cleaning teams, building management and other suppliers.

• Keep office processes, contacts and practical information clear and up to date.

• Spot what needs attention and make sure issues are followed through to a solution.

• Help us plan for future needs such as workspace, furniture, parking, bicycles and charging.

Manage purchasing and suppliers

• Coordinate office purchases, including food, drinks, supplies, furniture and equipment.

• Manage invoices, orders, records and office-related budgets accurately.

• Keep an eye on quality, cost, sustainability and the overall employee experience.

• Build good relationships with suppliers and address issues when things do not go as planned.

• Make sure relevant information is easy to find for Finance and other stakeholders.

Create a great workplace experience

• Welcome visitors, candidates, new joiners and international colleagues from our 9 other European office locations.

• Coordinate the practical side of onboarding together with HR, IT and hiring teams.

• Help organise team meetings, “All Hands”, office visits and internal events.

• Bring creativity and a personal touch to our offices, from everyday details to special moments.

• Make sure different needs are considered when planning food, events, office routines and facilities.

• Listen to feedback and turn good ideas into improvements.

Support culture, inclusion and safety

• Help create an office environment where people feel welcome, connected and able to be themselves.

• Work with local leaders and People to support Fastned’s culture and DEI strategy in everyday office life.

• Consider accessibility, dietary needs, cultural differences, family responsibilities and different ways of working.

• Help identify and address practical safety, access and workplace concerns.

• Coordinate with the prevention adviser, HSE, building management and other specialists when needed.

• Support evacuation exercises, emergency information and local workplace readiness.

• Keep clear escalation routes for urgent repairs, incidents and office disruptions.

Who we are looking for
You are organised, approachable and practical. You enjoy making things work and are comfortable switching between planning ahead and solving whatever comes up that day. You are not afraid to make mistakes, ask questions or try something new. You take ownership, think like a founder and bring positive energy to the workplace. You care about the details, but you also understand the bigger picture.
You do not need to come from the electromobility sector. What matters most is that you are curious, learn quickly and enjoy taking care of the places and people around you.

We are looking for someone with:

• 5(+) years experience in Office Management, workplace operations, facilities, hospitality, events or a similar role.

• The ability to work independently and manage several priorities at the same time.

• Experience with suppliers, purchasing, budgets, invoices and service providers.

• A proactive approach to problem solving and improving the way things work.

• Outstanding communication and people skills.

• Confidence working with colleagues, leaders, landlords, and vendors.

• A genuine interest in creating welcoming, inclusive and enjoyable workplaces.

• The ability to work across Ghent and Brussels, with regular presence in both locations.

• Professional fluency in English. Dutch and/or French would be an advantage.

• A mindset aligned with Fastned’s values: boldness and innovation, curiosity and openness, proactiveness and ownership, and teamwork and collaboration.

Join us in building a better future
We work hard to make a positive impact, but we don't forget to recognise & celebrate our successes, big and small. We value work-life balance, offer you real work flexibility and have family-friendly policies in place. We have an inclusive work environment, love authentic people, so don't try to fit in because we like you for who you are! Our benefits include:

• A total of 37 holidays per year, including 5 extralegal Fastned holidays and 12 compensation days. As well as two mission days you can use to contribute to Fastned mission or to support a cause that is important to you.

• A paid pension plan, fully covered by Fastned.

• Premium Hospitalization Insurance by DKV.

• Eco-cheque vouchers every year.

• 2 days of vegetarian lunches in our office in Gent, snacks & drinks all day in the office.

• €8 meal vouchers per working day.

• A training and development budget of €3,000 per year per employee, because development and training are important to us and our sector offers endless opportunities.

• To fully embrace the EV lifestyle and ensure seamless travel to job sites, you'll get access to our fully shared electric pool cars.

• Stock option plan: we believe in shared value creation.

• Mental Wellbeing with nilo health: Access to a confidential…