• Ensure the reception operates in an efficient and professional manner with customer focus at all times;
• Answer and transfer calls through in an efficient and fast way;
• Assist (internal/external) clients/visitors etc. in a consistent way;
• Friendly and polite attitude;
• Keeping the reception area clean and tidy and all paperwork secure;
• Ensure the reception is fully available between core opening hours and open and/or close the office on time
• Supporting the European Facility Manager in any required activity linked to either the Brussels office or the office overarching Facility Services strategy.
• Ensure all local site Controls and processes are monitored and raise any Risk related or H&S issues.

• Manage the delivery of all facility services regardless the provider of these services (cleaning etc.)
• Engage with the external providers of services to resolve any issue and to provide feedback. You manage the services on behalf of the organization, so you have to ensure that the MS Amlin interest is looked after.
• Engage with the landlord if required (for example in regard to the central reception, building maintenance etc.)
• Manage all local facility services contracts, evaluate and renew contracts when this applies (in close collaboration with the Head of Operational Services).
• Continuous improvement: always look for improvement of all reception and facility services. This may either relate to a 3rd party contract (for which better alternatives are available), small adjustments to processes or systems etc.
• Communication: proactively communicate with local staff is required, for example if disturbance is expected due to maintenance in the building etc.
• Health & Safety: you are responsible for executing all required compliance activities related to Health & Safety. The European Facility Manager coordinates these efforts for all locations, the responsibility to execute these activities sits with the Office Manager.
• Support local projects as for example the refurbishment project planned for 2025.
• Manage and approve invoices for facility services up to a certain limit. Above the limit, you will preapprove these invoices.
• Supporting and/or timely deliver the Carbon Footprint submission data;
• Support the local Business Continuity Plan and Crisis Management process as developed.

• You have at least 8 years of experience in the facility and reception services industry.
• You have a strong service and delivery mindset, you get the job done.
• Strong collaboration and communication skills are required to oversee all different activities and to ensure that all services are carried out against the agreed service specifications
• Ownership. The Brussels office is your domain, and you take the full responsibility for all office related matters.
• Pro-active attitude to work – you avoid that major issues occur, because you are on top of the services provided to our staff. You always look for improvement to further improve reception and facility services.
• You’re a team player who knows when and what to align with your key stakeholders.

• A great international team and supportive colleagues;
• An open mind (especially to new ideas and ways of doing things);
• A strong focus on diversity, inclusion and equal opportunities;
• A role with impact;
• Focus on change and personal development.