Our client, a European institution, is looking for an Operational Assistant who speaks English and French fluently. This temporary job starts as soon as possible.

Main responsibilities:
- Support the “Helpdesk” activity:
o Deal with a variety of requests related to the working environment (services and interventions, moves, equipment, furniture and supplies)
o Dispatch requests to the competent services, mostly through the ticketing system
o Liaise with service provider
o Follow up with requestor and service provider as necessary
o Ensure reporting/monitoring

- Space Planning:
o Contribute to preparing scenarios with drawings (modification of existing plans), office simulations and work orders
o Plan and coordinate work
o Liaise with relevant services (service provider/technicians)
o Communicate with the teams concerned
o Verify the execution of the works

- Newcomers and internal mobility – digital and physical installation process:
o Liaise with assistant(s) to discuss needs
o Complete the corresponding form
o Dispatch the relevant document to the units concerned
o Coordinate the service delivery with service provider(s) and follow-up upon arrival

- General administrative tasks:
o Invoicing process: verify and input invoices in the relevant database & expenses system
o Dispatch the daily digital mail to teams concerned
o Monitor drivers’ missions/courses based on logbooks and the shared Outlook calendar
o Contribute to communication aspects (blogs, emails, …)

Qualifications:
- University degree in a relevant domain (e.g. communication, business administration)
- Minimum 3 years of relevant work experience in the administrative and facilities field
- Excellent knowledge of written and spoken English and French. Knowledge of other EU languages would be an advantage.
- Excellent knowledge of the standard IT applications – particularly highly conversant with Outlook, Excel, PowerPoint and PDF 24.

Competencies:
- Strong oral and written communication skills and ability to deal with internal and external contacts at all levels
- Good interpersonal skills and strong team spirit
- Good administrative and organisational skills and ability to prioritise
- Problem-solving skills
- Reliability and ability to work under pressure, dealing with peaks of workload and tight deadlines
- High level of discretion and confidentiality
- Flexibility and adaptability
- Strong sense of responsibility, initiative, integrity and commitment

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