Location: Brussels (NATO district)
Start Date: 1 August 2026
Employment Type: Full-time
Join a growing and technology-driven transportation company based in Brussels.
With a network of more than 40 professional chauffeurs and operations spanning Belgium and international markets, we provide premium chauffeur and transportation services to corporate, diplomatic and private clients.
We are highly technology-focused and have integrated modern digital tools and artificial intelligence solutions throughout our operations to improve efficiency, communication and service quality. We are seeking a highly organised Operations & Administration Coordinator to oversee the day-to-day administrative, financial and operational support functions of our company.
The successful candidate will play a central role in ensuring smooth office operations, supporting management, maintaining financial and personnel records, and coordinating operational activities within a fast-growing and innovative organisation.
Key Responsibilities
Administration & Office Support
- Answer and manage incoming telephone calls.
- Handle routine business correspondence.
- Sort, distribute and process incoming and outgoing mail.
- Maintain physical and digital filing systems.
- Assist management with day-to-day administrative duties.
Operations Support
- Debrief chauffeurs regarding completed assignments.
- Prepare route information, maps and trip documentation for drivers.
- Arrange hotel accommodations, parking and overnight stays for chauffeurs and management.
- Assist with quotations, scheduling and dispatching activities.
- Ensure operational records are accurate and up to date.
Finance & Payroll Administration
- Verify purchase invoices and supporting documentation.
- Update and maintain sales invoices.
- Perform daily banking activities.
- Manage accounts receivable follow-up.
- Complete daily cash reconciliation.
- Assist with payroll preparation and payroll administration.
- Support tax filing and bookkeeping processes.
Compliance & Property Administration
- Monitor subcontractor compliance with contractual obligations.
- Administer rental payments and occupancy requirements where applicable.
- Issue notices and penalties in accordance with company policies and agreements.
- Maintain personnel, vehicle and compliance records.
- Assist with government and regulatory compliance relating to employees, vehicles and administrative obligations.
Requirements
- Bachelor's degree (Professional Bachelor or Academic Bachelor) or a minimum of 5 years of relevant professional experience.
- Experience in bookkeeping, payroll administration, office administration, transportation, logistics, fleet management or a similar administrative role is strongly preferred.
- Fluent in English and either Dutch or French, both spoken and written.
- Strong knowledge of Microsoft Office and common business software.
- Experience with accounting software (Exact Online, Odoo, WinBooks, Sage or similar) is an advantage.
- Excellent organisational and administrative skills.
- Strong attention to detail and accuracy.
- Comfortable working with financial and payroll information.
- Ability to manage multiple priorities in a fast-paced environment.
- Strong communication skills and professional telephone manner.
- Ability to work independently while supporting a small and dynamic team.
We Offer
- A varied and responsible position within a growing and innovative company.
- Direct collaboration with senior management.
- Opportunities for professional growth and increased responsibility.
- Competitive salary based on experience and qualifications.
- Meal vouchers (maaltijdcheques / chèques-repas).
- DKV hospitalisation insurance.
- Company mobile phone and SIM card.
- Company laptop.
- Access to the on-site gym.
- Reimbursement of public transportation costs.
- Eco vouchers (ecocheques).
- Annual performance-based bonus.
- Modern offices located just 2 minutes from NATO Headquarters.
- Convenient access to public transportation, with a bus stop only a 2-minute walk from the office.
- A modern, digital-first workplace making extensive use of automation and AI-powered tools.
- The opportunity to contribute to the growth of a company serving clients across Belgium and internationally.
How to Apply
Please send your CV and a brief cover letter outlining your relevant experience and why you would be a good fit for the role.
Applications will be reviewed on a rolling basis until the position is filled.
Rémunération : 2 111,89€ à 7 088,68€ par mois
Avantages :
- Aide au transport quotidien
- Chèques repas
- Formation continue
- GSM de fonction
- Indemnité kilométrique
- Ordinateur de fonction
- Remboursement des frais de téléphone
- Remboursement des frais de voyage
Lieu du poste : En présentiel
