Office Services Coordinator

Job Description

Office Services Coordinator– Brussels – Full-Time

About us:

Fragomen is the world’s leading exclusive provider of immigration services. We are a firm of more than 6,200 immigration-focused professionals and staff spanning more than 60 offices worldwide. Immigration has been our sole focus for 70 years, and today we offer support in more than 170 countries. We are problem-solvers, innovators and established thought leaders in immigration, providing strategic immigration advice to a diverse range of clients from individuals to the world’s leading multinational corporations.

Fragomen’s professionals are respected thought leaders in the immigration field providing expertise to governments across the world including the US Congress, the UK Parliament, the European Union and the United Nations.

A career at Fragomen will provide you with the opportunity to work in an exciting environment for a broad range of clients, where no two days will be the same. You will face interesting challenges and you will work with dedicated, friendly and ambitious people, where providing exceptional client service is at the core of what we do. We are extremely proud of our diverse workforce at Fragomen and we are fully committed to providing equal opportunities.  We believe that our differences make us stronger.

About the team:

The Office Services team in Brussels is dedicated to ensuring a welcoming and well-organized office environment. Working closely with over 55 team members, the Office Services Coordinator plays a key role in the daily operations of our Brussels office, providing essential support to our caseworkers, visitors, and colleagues alike.

About the role:
As the Office Services Coordinator, you will be responsible for managing postal/document handling, supporting office administration, and ensuring smooth front-desk operations. This role requires excellent organizational skills, attention to detail, and strong communication abilities.

Key responsibilities will include:

Postal/Document Management

• Administer all incoming documents into the Brussels office, ensuring they are scanned on arrival, saved in the correct locations, and caseworkers are notified.

• Where the caseworker isn’t identified, send communication to the office to determine the owner.

• Administer all outgoing documents from the Brussels office, ensuring they are scanned before collection deadlines, recorded where required, and caseworkers are notified.

• Ensure all documents are handled carefully; scans are checked for accuracy before saving, renamed according to protocol, and stored in the filing system.

• Complete regular audits of documents held in the filing system.

• Assist with ad hoc document tasks for caseworkers, such as legal certification preparations and client-related requests.

• Follow document handling, destruction, and data protection rules to ensure compliance with firm’s protocols (GDPR).

Office Administration

• Monitor the Brussels Office Services shared mailbox and other relevant inboxes, action requests efficiently, record on the central spreadsheet if needed, and raise issues with management.

• Communicate clearly with caseworkers, seeking additional instructions when required and following up as necessary.

• Handle financial tasks, including saving and reviewing relevant invoices, administering receipts, and managing month-end expenses via Certify.

• Place orders, make bookings, and organize appointments for vendors on behalf of the Office Service Team.

• Monitor all stock levels, including stationery, vending machine supplies, coffee machine, kitchen supplies, and copy points, placing orders as needed.

• Conduct regular floor walks, raising any maintenance issues with line management/IT.

• Complete tasks related to joiners and leavers, including handling documents, equipment, office tours, and welcome emails.

• Perform ad hoc duties as requested.

Reception

• Welcome visitors to the Brussels office, providing a professional and positive first impression of Fragomen.

• Answer and direct calls into the main switchboard, take details of new inquiries, and pass them on efficiently.

• Proactively manage the reception area and meeting rooms, ensuring they are tidy and stocked with refreshments and equipment as needed. Assist staff with booking when necessary.

• Ensure reception coverage for lunch breaks and other ad hoc times.

• Manage the reception inbox, ensuring messages are answered and handled efficiently.

• Forward any Webex voicemails from the Brussels Office Services shared mailbox to the appropriate caseworker.

About you:

We are looking for someone with the following experience, skills, and personal attributes:

• Able to act under instruction, clarifying issues that are unclear and seeking necessary information to complete tasks.

• Implements effective processes to manage workflow and meet deadlines.

• Demonstrates proficiency in word processing, internet, and email systems.

• Completes tasks within agreed timeframes and in line with expectations, ensuring accuracy and following standard layouts.

• Keeps staff informed of the progress of matters to manage expectations and provides updates on conflicting priorities, requesting assistance or informing senior staff as needed.

• A proactive approach to maintaining an orderly reception and supporting team needs.

• Familiarity with document handling, GDPR compliance, and a customer-oriented mindset.

Fragomen in Brussels:

Our Brussels office is a bright, modern and open office space that is located in the heart of Brussels, close to the European quarter. The office is close to many transport links such as tram, bus, metro and train alongside local amenities including restaurants and retail establishments.

The office gives you the opportunity to work in an international environment with over 75 dedicated, friendly, and ambitious people who are all very proud of our team spirit. You will experience a great place to work, a place of mutual respect with a great appreciation for diversity, equity, and inclusion. We promote an environment where employees can thrive and progress in our firm.

The Firm operates a hybrid working model, which incorporates a blend of in-person attendance as well as working from home – our aim being to fully leverage our remote working technology and provide a balance for our people in the way that they work.

Whether in the office or working remotely, we are proud of our team spirit and we like to reflect this in the way that we work and everything we do. Our Responsible Business Practices (“RBP”) prioritises Fragomen’s social responsibility through one cross-cutting theme and five focus areas of Wellbeing, Diversity, Equity and Inclusion, CSR including Pro Bono, Social and Sustainability. The RBP initiatives offer great opportunities for everyone at Fragomen to get involved and help steer a variety of initiatives and activities.

Fragomen is committed to promoting diversity, inclusion and equal opportunity for all employees and applicants, regardless of race, ethnicity, heritage, gender, age, religion, disability, sexual orientation, gender identity or intersex status.