Office & Workplace Coordinator

Job Description

We are seeking a highly motivated and detail-oriented person to assist in our Finance & Administration team, starting April 2026.

Location

Brussels, Belgium

Join our team as an Office & Workplace Coordinator

We are looking for a highly organised, proactive, and service-minded Office & Workplace Coordinator to ensure the smooth daily functioning of our office and support cross-departmental projects. This role combines hands-on office coordination with administrative HR and IT support, as well as involvement in multi-disciplinary internal projects.

The ideal candidate enjoys bringing structure, supporting colleagues, improving processes, and ensuring our workplace is a welcoming, efficient, and well-managed environment.

Job responsibilities

Reporting to the Head of Finance and Administration, and in strong partnership with our HR Business Partner, your job responsibilities will include:

1. Office Coordination & Events

In close collaboration with the Finance & Administration team and the Events team, you will be responsible for ensuring the office remains a healthy, supportive, and well-organised working environment:

Office & Facilities Management

• Act as the main point of contact for all office-related matters.
• Ensure that common areas (kitchen, lobby, meeting rooms) are tidy, stocked, and welcoming.
• Manage the ordering of office supplies and consumables.
• Oversee the maintenance of office equipment (e.g. coffee machines, copiers), liaising with vendors and IT when required.
• Manage reception duties: welcoming visitors, receiving deliveries, ensuring access control procedures.
• Monitor and coordinate cleaning services and general upkeep.

Meeting & Event Support

• Coordinate meetings in the SolarPower Europe offices, including logistics, IT setup, catering, and room preparation, in cooperation with the Events team where necessary.
• Support the organisation of team events, celebrations, and ad-hoc gatherings.
• Support hybrid meeting setup (all-hands, remote connections, equipment preparedness).
• Build and maintain relationships with catering and event suppliers.

2. HR & IT Administrative Support

You will support transversal internal processes related to HR and IT, working closely with the relevant teams:

HR Administration & Coordination

• Coordinate learning and training activities, including planning and scheduling
• Support onboarding and off-boarding processes (Coordination of IT ticketing - accounts, equipment, access rights - and preparation of welcome materials).
• Support recruitment activities by publishing job vacancies on relevant platforms and supporting coordination with hiring stakeholders.
• Assist with internal communications on selected HR or office-related topics.

IT Coordination & First-Line Support

• Provide basic first-line IT support to colleagues (account access, simple troubleshooting, app setup).
• Coordinate with external IT support or vendors for more complex issues.
• Support the roll-out of new IT tools and applications (testing, communicating, training support).
• Monitor IT equipment inventory and coordinate renewals.

3. Transversal Project Coordination

• Beyond day-to-day operations, this role includes supporting internal improvement initiatives:
• Supporting the rollout of new collaboration tools or internal processes.
• Improving office and workflow efficiency.
• Contributing to sustainability or well-being initiatives.
• Supporting cross-departmental projects requiring structured coordination.

Profile

The ideal candidate has the following professional profile:

Essential

• Highly organised, structured, and reliable.
• Excellent interpersonal and communication skills.
• Proactive, service-minded, and solution-oriented.
• Comfortable handling multiple tasks and shifting priorities.
• Strong sense of ownership and autonomy.
• Proficiency with Microsoft 365 tools.
• Ability to provide basic IT troubleshooting support.
• Fluency in English.

Desirable

• Experience in office management, hospitality, project coordination, IT support, or HR administration.
• Experience in event coordination.
• Interest in workplace processes and continuous improvement.

Why join us?

• Be part of a forward-thinking team improving internal operations and collaboration,
• Gain exposure to a wide range of office, HR, IT, and cross-departmental projects,
• Work closely with experienced colleagues in a supportive and people-centred environment,
• Opportunity to grow into broader coordination or project-driven responsibilities over time.

Ready to take the next step in your career?

Join us and contribute to a workplace that values initiative, reliability, and continuous improvement.

Our offer

• A permanent Belgian contract with a competitive remuneration package and pension plan;
• We offer attractive in-house services and a range of benefits that support good health, a work/life balance such as public transportation, DKV hospitalisation and dental insurance, lunch vouchers and eco-chèques.
• On-site presence is required. Note that while the overall SolarPower Europe team is allowed to work from home up to 3 days per week, this role requires consistent on-site presence, particularly during in-house coordinated meetings.

Solar for All

Diversity, Equity and Inclusion are at the heart of our mission to ensure that solar is at the core of a smart, sustainable and inclusive energy system. The more diverse our team, the more unique perspectives and ideas we can share to move this mission forward.

We strongly encourage applications from candidates of all backgrounds, ethnicities, cultures and experiences to help make this a reality.

Application

A CV (maximum 2 pages) and a one-page motivation letter should be sent to [email protected] until 21 March 2026 quoting "Office & Workplace Coordinator" in the subject line.

Note that while we recognise the role of generative AI tools within the workplace, we would like your cover letter to share and demonstrate your unique perspective and approach to the role. For this reason, we discourage overreliance on such tools in your application.

Please note that only short-listed candidates will be contacted for an interview.