Office Operations Manager

Office Manager (Ghent) Purpose of the rolePlaying a vital role in coordinating office activities, managing supplier relationships, and ensuring a seamless working environment.Our joint missionLightspeed powers the businesses that are the backbone of the global economy.Our one-stop commerce platform transforms and unifies digital and physical operations by enabling multichannel sales, expansion to new locations, global payments, financial solutions and connection to supplier networks. With the Lightspeed commerce platform, merchants in retail and hospitality can build thriving businesses for the future.We're passionate about enabling people to do their best work. We dream big and we're looking for people who do the same. With us, career milestones happen often and we celebrate every one. Come work with us and find out where your career will take you at Lightspeed!RoleBeing the first point of contact and the face of the officeKeeping the office a clean and organised place, complying with the Lightspeed standard, supervising the cleaning crew.Planning and executing events/social activities for the office, working together with the Culture Club to maintain the office cultureOrdering of office supplies and pantry, process invoicingCoordinate the fun stuff (birthdays!, afternoon drinks, departmental celebrations)Managing vendors relations for all events, facilities, health and safety, security, maintenance and finding the best fit for LightspeedProvide local oversight and coordination of property and facilities managementManaging the schedule of the meeting rooms and the seating arrangementsReview, prioritise and redistribute work where appropriateScheduling regular maintenance to keep our office the best workspace possibleOrganising new employees office tours and onboarding on their first day.Supporting and assisting with employee travel booking and maintaining the platformHandling incoming and outgoing mail, including shipping/couriers for the teamManage internal decision-making processes with the Fleet vendor and coordinate fleet tasks where needed (current fleet is 55 cars)And a little bit of.... Contributing as part of the wider team to achieve organisational objectives even if this means doing things that aren’t strictly within the scope of your role.KPI’sHow You Will Know You Are Kicking AssVisitors and employees provide positive feedback regarding their interactions with the Office Manager as the first point of contact.Deliver great customer service, with attention to detail and handle inquiries and requests in a professional manner.Inquiries or requests are handled and resolved by the Office Manager during their initial contact, without the need for escalation or follow-up.The office space is clean and organised; health and safety measures are accurate based on predefined criteria and standards, aligned with the Lightspeed standard.Office supplies and pantry inventory are efficiently and accurately ordered to ensure a smooth workflow and avoid shortages.Maintenance is scheduled in time and issues resolved quickly to maintain a productive and comfortable workspace.Employees provide positive feedback with office events and social activities to gauge the effectiveness of maintaining a positive office culture; reporting negative/suggestive feedback.Keeps track of employee participation rates in fun activities, such as birthday celebrations, afternoon drinks, and departmental celebrations, to promote team engagement and inclusiveness. Evaluates the effectiveness of vendor relations and finds the best-fit vendors for Lightspeed based on quality, cost, and service to ensure overall good performance, quality and dependability.Adheres to the Operations guidelines/processes and reports any issues or improvements to the Operations manager and in a timely manner.Able to review, prioritise, and redistribute tasks among the team when necessary to maintain an efficient workflow, not missing deadlines and postpone/delay projects/tasks.ExperienceMinimal 2 years of Office/Event Management experiencePrevious experience in fleet managementNice to have some experience with project managementNice to have some experience with finance/administrationAttributes & SkillsWhat will help you kick ass in this role?Fluent proficiency in both written and spoken English and Dutch languages.Excellent time management and organisational skills, with a knack for multitasking and prioritisation.Experience and knowledge in delivering exceptional service.A PlusFrench language skills.Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.Some things that we all do… MAKE IT HAPPENWe strive for meaningful results.We own both our successes and setbacks along the way.We stay curious, act boldly, and check our blind spots.We only look back to learn.MAKE IT TOGETHERWe win and celebrate as a team.We help each other grow by bringing out the best in each other.We work together to take on impossible challenges with energy and positivity.We know when to set a new direction, and we all row together.MAKE IT HUMANWe bring our authentic selves to work, and we create space for everyone to succeed.We support, trust, and respect each other.We welcome each other’s unique perspectives as we recognize we are all essential parts of something bigger.We communicate kindly and candidly.Make It About The CustomersPeriod.MAKE IT DATA DRIVENWe choose to assess rather than assume.We champion analysis over anecdotes, but remain open-minded.We ask the hard questions, consider the context, and make informed decisions.MAKE IT MATTERWe measure ourselves by our impact.We are deliberate and strategic about what we do, and what we do not do.We identify creative solutions to new problems and blaze new paths.We deploy our resources thoughtfully, all acting as owners.To all recruitment agencies: Lightspeed does not accept unsolicited agency resumes. If we have not directly engaged your company in writing to supply candidates for a specific vacancy, Lightspeed will not be responsible for any fees related to unsolicited resumes.Lightspeed is a proud equal opportunity employer and we are committed to creating an inclusive and barrier-free workplace. Lightspeed welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.Where to from here?Obviously, this has to be mutually beneficial: we want you to step into a role you love, and we want to offer you a place you’re proud to come to every day. For a glimpse into our world check out our career page here.Lightspeed is building communities through commerce, and we need people from all backgrounds and lived experiences to do that. We were founded in 2005, in Montreal’s gay village and our original members were all part of the LGBTQ+ community. The ethos of our business has been about inclusion from the very beginning, and we strive to provide a workplace where everyone belongs.Who We ArePowering the businesses that are the backbone of the global economy, Lightspeed's one-stop commerce platform helps merchants innovate to simplify, scale, and provide exceptional customer experiences. Our cloud commerce solution transforms and unifies online and physical operations, multichannel sales, expansion to new locations, global payments, financial solutions, and connection to supplier networks.Founded in Montréal, Canada in 2005, Lightspeed is dual-listed on the New York Stock Exchange (NYSE: LSPD) and Toronto Stock Exchange (TSX: LSPD). With teams across North America, Europe, and Asia Pacific, the company serves retail, hospitality, and golf businesses in over 100 countries.Lightspeed handles your information in accordance with our Applicant Privacy Statement.