OFFICE & ADMINISTRATIVE ASSISTANT
Role
idloom — a fast-growing Belgian SaaS scale-up specialized in event management and digital credentialing — is looking for a reliable, hands-on Office & Administrative Assistant to support our daily operations.
You’ll ensure that everything runs smoothly behind the scenes: from office logistics and supplier follow-up to payments, HR administration, and small marketing tasks.
We’re looking for someone conscientious, dependable, and proactive, who takes ownership of their tasks and executes them with accuracy and efficiency — someone we can fully rely on to get things done.
Activities & responsibilities
Office Operations
* Order and maintain office supplies, snacks, drinks, IT stock, etc.
* Keep the office tidy and functional (heating, badges, alarm, cleaning coordination)
* Receive and manage mail, deliveries, and packages
* Manage supplier relationships (orders, invoices, delivery follow-up)
* Prepare small internal events or afterworks (e.g. Friday drinks, birthdays, team breakfasts)
* Arrange travel bookings and logistics for conferences or fairs
* Occasionally greet visitors or manage incoming calls
* Take care of small day-to-day needs (first aid box, fruit basket, dishwasher when needed)
Administration
* Receive and process daily payments
* Follow up on late payments and update supplier files
* Encode and prepare invoices
* Coordinate with accountant (Revolut, Stripe, monthly reports)
* Manage petty cash and bank transfers
* Track company subscriptions (e.g., phone, internet) and renewals
* Support the HR cycle:
* Publish job offers and prepare employment contracts
* Organize interviews and onboarding logistics
* Prepare and encode payroll documents (absences, holidays, medical certificates, etc.) and coordinate payment with the payroll provider
* Manage eco-cheques, car fleet, and insurance-related matters
* Support other administrative or HR tasks and make sure nothing is left undone
Marketing assistance
* Assist Product Owner and sales team in various marketing initiatives
* Post social media content
Profile requirements
Self-behavior
* Reliable, rigorous, and detail-oriented — gets things done properly and on time
* Conscientious and discreet, with a strong sense of responsibility
* Proactive but respectful of scope — knows when to act and when to ask
* Team player with a positive, solution-oriented attitude
* Trustworthy and confidential, especially with HR and financial information
* Comfortable working in a small, dynamic, international team
Qualifications
* Bachelor’s degree or equivalent experience in administration, office management, or HR assistance
* 2–5 years of relevant experience in a similar operational role
* Excellent command of English and French, both written and spoken
* Strong administrative and planning skills, able to multitask and prioritize effectively
* Attention to detail and a strong sense of follow-through
* Basic understanding of accounting and HR/payroll processes
Why join idloom
* Join an award-winning SaaS company with international reach
* Work in a flexible, friendly, and trust-based environment
* Be part of a small, passionate team where your contribution truly matters
* Grow within a culture that values precision, autonomy, and collaboration.