Office Manager

Office Manager and Admin Support2025-11-21|In Jobs|By Tiffany WuLocation: Mechelen, BelgiumAbout SpectricitySpectricity was incorporated in 2018 as a spin-off from imec, a leading R&D center in nanoelectronics and digital technologies in Belgium. Since then, we have been developing low-cost, miniaturized multispectral sensing solutions with the mission to bring this technology into high-volume consumer and industrial devices. Our applications extend across wearables, smartphones, security, automotive, biomedical health, smart gardening, food analysis, color sensing, and smart object recognition.We are an internationally growing team of technologists, engineers and application experts who work together every day to build innovative solutions. Our culture is open, supportive and strongly focused on collaboration. We believe in ownership, a hands-on mindset and giving people the space to grow.Our headquarters are located in Mechelen, Belgium, and we also have an office in Shanghai, China. As a fast-growing scale-up, we combine strong technological foundations with the dynamic environment of a company that is innovating and expanding globally.Within our dynamic and multidisciplinary organization, we are now looking for an enthusiastic Office Manager and Admin Support to join our Finance team.Your Main ResponsibilitiesYou make sure everything runs smoothly behind the scenes. From purchasing and logistics to office management, travel arrangements and admin: you keep the organization sharp and support colleagues wherever needed.Procurement & Purchasing SupportCreate and process Purchase Orders, including supplier data entry, internal approval requests, and follow-up in line with company proceduresMonitor and track orders: delivery dates, reception of goods, and purchase conditionsManage company credit cards and related purchasesSupport the Sales team by entering customer information, preparing quotations, proforma invoices, and invoices, and ensuring proper follow-upProcess and track legal documents such as NDAs and Loan AgreementsCheck incoming shipments, compare received items with Purchase Orders, and arrange returns when necessaryFollow up on supplier invoices and provide spending reports per projectPrepare international shipments, create shipping documents, track goods in internal databases, and verify related invoicesManage storage and inventory tracking to ensure accurate stock levels and timely replenishmentOffice & Administrative ManagementManage office spaces, supplies, and daily contact with Building ManagementWork closely with Finance to follow up on supplier invoices and provide spending reports per projectTake ownership of the office management budget and manage it responsibly and transparentlyCoordinate the company car fleet together with HROrganize team events and company-wide activitiesProcess employee expenses and ensure correct and timely reimbursementSupport HR with onboarding, employee benefits, and recognition initiativesHandle travel arrangements, including hotel bookings, flights, and train ticketsProvide general administrative support such as welcoming visitors, preparing Board Meetings, and managing reservationsOffer administrative support to our office in ChinaAdditional ResponsibilitiesTrack and manage supplier contracts, including renewals, pricing updates, and service level agreementsImprove, document, and streamline internal processesAct as a point of contact for facilities and safety: access badges, building procedures, incident follow-up, and basic safety complianceYour Profile, Skills, And TalentsYou have a Bachelor’s or Master’s degree, or equivalent experience gained through a proven track recordYou have at least two years of experience in an administrative, procurement, or office management roleYou are familiar with business administration and basic procurement best practicesYou communicate fluently in English, and a basic knowledge of Dutch and, optionally, Chinese is an assetYou work accurately, enjoy structure, and keep a clear overview, even when several tasks run in parallelYou have solid digital skills and feel confident working with tools such as Excel, ERP or purchasing systems, CRM tools, and travel platformsYou Will Help Us Be Successful WhenYou are a strong team player who can build constructive collaboration through open discussion, enthusiasm, and professionalismYou are result-driven and eager to improve processes while staying self-critical and willing to learnYou are proactive, hands-on, and have a strong problem-solving mindsetYou have excellent organizational skills and can prioritize effectivelyYou remain calm during busy periods, handle last-minute changes smoothly, and take ownership of your responsibilitiesYou communicate clearly and professionally with suppliers, colleagues, and external partnersYou show a service-oriented attitude and enjoy supporting others across different teamsWhat Spectricity OffersAn exciting position in a dynamic start-up environment with a highly motivated, multidisciplinary teamThe opportunity to be entrepreneurial and creative, shaping the future of a fast-growing companyInternational exposure in Europe, Asia, and the USA competitive salary with a comprehensive benefits package, including:Meal vouchersExpense allowanceOption for a company carCommuting allowanceBonus schemeGroup insuranceHospitalization insuranceOutpatient insurance12 additional ADV days on top of statutory holidaysAn inspiring workplace in the center of Mechelen, within walking distance of the train stationReady to make an impact?Apply now and become part of Spectricity’s growth journey.