Receptionist/Office Administrator

No external recruitment agency, direct application only.

Applications will be considered as they are received, we therefore encourage candidates to apply early.

Who is Osborne Clarke Brussels looking for? 

We are looking for a Receptionist/Office Administrator who:

• has an excellent command of written and spoken English and a good command of either French or Dutch;
• has proven experience as a Receptionist or Office Administrator in a similar environment (previous experience in a law firm is a plus);
• approaches their tasks with an innovative mindset and consistently seeks opportunities for improvement;
• has strong organisational skills and is able to prioritize, multi-task and handle stressful situations;
• is able to communicate at all levels;
• has a can-do attitude and is proactive;
• is digital-oriented and proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint);
• is eager to learn and able to work independently;
• has a high level of professionalism and discretion.

This person will have the following responsibilities:

Reception tasks:

• Greet and welcome clients, visitors, fee earners, and employees, ensuring a warm and professional reception experience.

• Manage phone calls, correspondence, and inquiries efficiently while maintaining a tidy and presentable reception area.

• Take charge of client hospitality to create a welcoming environment.

Office logistics:

• Coordinate office activities and operations to ensure efficiency.
• Manage office supplies inventory and place orders as needed.
• Handle administrative tasks such as filing, data entry, and document management.
• Oversee office maintenance and repairs.
• Maintain fridges with sodas and water daily, and ensure coffee machines are stocked and cleaned.
• Clear boardrooms after meetings and prepare them for upcoming events.
• Order lunch for internal and external meetings.
• Manage kitchen logistics, including the dishwasher, coffee machines, sparkling water machine, and fruits.
• Order cleaning supplies to maintain office hygiene.

Meetings/events:

• Assist with the logistical organisation of events.
• Coordinate catering and manage other office logistics.
• Prepare boardrooms for meetings and events.
• Follow up on reservations and meeting requests.

PA support:

• Assist fee earners with scanning and printing jobs.
• Provide administrative support to employees.

Sustainability:

• Implement sustainable practices within the office.
• Ensure compliance with environmental policies.

IT support:

• Provide basic IT support and troubleshooting.
• Coordinate with IT department for more complex issues.

Travel arrangements for Business Support team members:

• Arrange straightforward round-trip flights directly with airlines.
• Book train tickets via Eurostar.
• Handle more complicated travel requests through our business travel agency.