Office Manager

Role Title : Office Manager

Reporting to : Business Controller

Role Percentage: 80%

Location : Ghent, Belgium (possibility for hybrid working)

About hsbcad

With 30+ years of industry experience, hsbcad is a global software solution provider for offsite construction. Its extensive software platform supports companies by facilitating computer-aided design (CAD), offsite manufacturing, onsite assembly, and compliance with the construction industry's rapidly emerging Building Information Modelling (BIM) standards.

With over 500+ clients worldwide, hsbcad is present in the worldwide offsite construction ecosystem. We work for all types of clients, going from very specialized companies creating unique one-off projects to small and medium-sized businesses and, finally, big industrial players pushing the limits of offsite construction. Our presence in these three big market segments puts us in a unique position to share best practices with our clients.

Headquartered in Ghent, Belgium, hsbcad’s global team comprises over 80 people, spread throughout their international subsidiaries in Germany, The Netherlands, The UK, the USA, Canada, Japan, Ecuador, and Australia.

Role Purpose

To organize and coordinate office administration and procedures, in order to ensure organizational effectiveness and efficiency. Responsible for developing intra-office communication protocols, and streamlining administrative procedures. Plays a critical role in supporting the business and its employees by managing administrative, HR and financial tasks, resources, and processes.

Role Description

• Coordinate and organize different activities within the administrative team according to the priorities and competencies of each.
• Bookkeeping duties including but not limited to posting of invoices
• Partner with HR to maintain office policies and administration tasks as necessary (example – employee vacation tracking)
• Work with external accountants and ensure payroll is correct and paid through the bank on time and ensure all month end files are collated and sent on time.
• Organize internal or small-scale events, meetings and seminars to ensure that professional logistics support is offered to the department.
• Ensure security, integrity, and confidentiality of data are maintained and to create a safe, secure and pleasant work environment
• Develop and implement office procedures and systems to streamline operations.
• Address and resolve issues that may disrupt workflows.
• Advise employees on company benefits and options and responsible for administration of these benefits.
• Organize and manage records, including HR documentation and contracts.
• Aid in the creation of certain financial reports.
• Office support staff duties as needed (example answering the phones, opening and distributing the mail, dealing with parking passes, ordering office supplies, etc.)

Role Requirements

Education

• Bachelor or Master’s degree in field relating to Business Administration, HR or Finance

Required Experience

• A minimum of 3 years of experience in Office Management, HR, or Accountancy

Required Skills

• Fluent in English (spoken and written)

Desired Skills

• Strong administrative skills
• Strong organizational skills
• Strong in MS Office tools
• He/she will continuously optimize his/her technical skills
• Ability to be flexible in terms of scheduling, processes and tasks

Other Requirements

• Ability to easily commute to our office in Ghent
• Willing and happy to provide support to different departments to ensure smooth functionality throughout the company.

Company Values

• We are Flexible and embrace change​.
• We are Accountable for our actions​.
• We create and Innovate things we are proud of.​
• We are, first and foremost, a Team.
• We Honor sustainable customer relationships​.

What we offer

• Competitive salaries + benefits
• Flexible working schedule which allows for a great work-life balance
• Possibility for hybrid working
• The chance to work with a diverse staff from all over the globe