Office Coordinator

Office Coordinator (Part Time)

Location: Grimbergen, Belgium

Work Schedule: Flexible (24 hours a week)

Work Setup: Full Onsite, 3 days a week at the Office

Insight is a Fortune 500‑ranked global provider of hardware, software, cloud, and service solutions, providing clients the guidance and expertise needed to define, architect, implement, and manage technology today while transforming for tomorrow.

Operations is the heartbeat of Insight. Our passion is to deliver excellence to our teammates, partners, and clients with exceptional results, every time.

The Operations function is responsible for the effective planning, organising, coordinating, and controlling of resources needed to deliver Insight’s solutions by proactively managing people, products, technology, information, and time.

Facility Management focuses on the efficient and effective delivery of support services for the organisation. The Facilities team integrates people, places, and processes across EMEA with the purpose of improving the working environment and enabling productivity across the wider business.

As an Office Coordinator, you will be the first point of contact for all clients seeking support and information. You will assist the Facilities Manager in coordinating and monitoring facilities management contracts and support administrative requirements across the site. This role oversees front‑of‑house services, security, health and safety administration, record management, and coordination of external contractors. Working closely with internal and external stakeholders, you help ensure Insight’s facilities are welcoming, safe, efficient, and compliant—reflecting the high standards of our organisation.

Key Duties and Responsibilities:

Front of House

• Provide a professional and warm welcome to all visitors of Insight; manage guest sign‑in/out, issue security passes, notify hosts, and guide visitors as needed.
• Operate the switchboard, handle incoming enquiries, and relay messages promptly in accordance with SLA requirements.
• Respond to queries and requests, ensuring information is shared appropriately and actions are followed through.
• Maintain the office security system, coordinate security services, and manage teammate/visitor access.
• Receive and sign for deliveries, notify recipients, and manage incoming/outgoing mail.
• Assist with travel arrangements including transportation to and from the office.
• Support onboarding activities such as issuing badges, welcome materials, and coordinating with IT for equipment handover.

Conference Facilities

• Manage internal and external bookings for conference and meeting rooms.
• Support senior management and client meetings by ensuring rooms are set up, functional, and equipped.
• Monitor catering requirements and coordinate with suppliers and requestors.
• Provide on‑the‑day logistical support for client or supplier events.

Office Services

• Monitor office supply inventory, respond to team requests, and process orders within allocated budgets.
• Manage and replenish refreshment supplies.
• Collaborate with internal clients and external vendors to ensure office operations run smoothly.
• Conduct routine inspections of office equipment and systems; arrange repairs or maintenance as needed.
• Act as the main point of contact for teammates needing approved equipment or supplies.

Facility Maintenance

• Coordinate cleaning, waste management, and recycling services with contractors.
• Support maintenance requests, facility issues, and building‑related service needs.

Health & Safety

• Support the Facilities Manager and/or external consultants in coordinating and communicating health & safety requirements.
• Address health & safety concerns promptly and escalate when required.

Administrative Support

• Support travel arrangements such as train, hotel, or flight bookings when required.
• Provide administrative support to local management and other teams as assigned.
• Support IT equipment coordination, including laptop migration for new hires and inventory tracking.

Qualifications, Skills, Knowledge and Experience

Essential

• Working towards a recognised qualification
• Understanding of Front‑of‑House/Reception responsibilities within Facilities Management
• High level of written and spoken English
• Fully conversant with Microsoft Office (Outlook, Excel, Word)
• Experience working in Facilities Management or office services
• Strong interpersonal and communication skills
• Ability to build friendly, positive, and professional relationships with internal and external customers
• Excellent attention to detail and strong problem‑solving abilities
• Ability to use tact, diplomacy, confidentiality, and discretion for sensitive matters
• Ability to respond calmly and confidently to problems
• Capable of coordinating multiple events, tasks, and responsibilities under pressure

Desirable

• Relevant professional qualification
• Evidence of continued professional development
• Awareness of health & safety policy and practices
• Ability to resolve complex issues and maintain professionalism
• Ability to work independently with minimal supervision