Hybrid Administrative Support Manager

at Yara International

• Job title: Administrative Support Manager
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: Not specified
• Degree requirement: Bachelor's Degree
• Location requirements: Hybrid, Brussels, Belgium

About the role

• Facility & Fleet Manager ensuring operational excellence at Yara's Brussels office. Coordinating facility services and managing company car fleet for enhanced employee experience.

Responsibilities

• Oversee daily functioning of the office and ensure a high quality working environment
• Coordinate maintenance, cleaning, security and reception
• Follow up on the building rental agreement and liaise with the landlord
• Ensure compliance with internal and external health & safety standards and collaborate with the prevention advisor on safety and wellbeing topics
• Manage space planning, office furniture, and meeting rooms
• Manage keys inventory and parking allocations
• Lead and support the Facility & Fleet Assistant in daily activities
• Monitor supplier performance and ensure cost effective service delivery
• Own and manage the annual facility budget, including forecasting, cost control, tender processes, contract negotiations, and reporting
• Manage the company car fleet and relationships with dealers and leasing providers
• Advise employees on car selection and budgets
• Coordinate car orders, waiting cars, repairs, energy cards, fines, and accident follow up
• Maintain and update the car policy
• Identify opportunities to enhance efficiency, service quality, and cost effectiveness
• Review and improve facility workflows and supplier performance
• Work closely with HR Services on streamlined processes (onboarding, access, documentation, communications, mobility policies, etc.)
• Contribute to improving the overall employee experience

Requirements

• Experience in facility management, office operations, or a similar role
• Strong organizational and coordination skills
• Ability to manage suppliers and negotiate contracts
• Service oriented mindset with a proactive, hands on approach
• Experience leading or coordinating another team member is a plus
• Fleet management experience is an asset
• Clear communication in French or Dutch and English

Benefits

• A role with real impact on the daily experience of employees
• Autonomy and ownership in a broad operational scope
• A collaborative workplace where initiative is valued
• The opportunity to lead and develop a small facilities function