Vacancy: Administration Officer (m/f/x)

P.A.R.T.S. is looking for a new colleague with a versatile profile to support several of its departments and colleagues under a full-time contract.

Vacancy: Administration Officer (m/f/x)

Job description

You will play a key role in supporting the team across various domains, including accounting and finance, student services, academic and general administration, and HR. Your responsibilities will involve regular interaction with team members at all levels, from management to staff, as well as engagement with lecturers, students, external partners, suppliers, and specialised finance and HR organisations. The role combines routine weekly and monthly tasks and deadlines, along with project specific deadlines.

Duties

You will be responsible for the team’s support in the different below-mentioned areas of expertise.

Finance and Accounting (50%)

Maintain financial information, administrative files and records (e.g. copies of paid invoices, checks, documentation, reimbursements, reports, vendor files, receipts, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines and the stakeholder involved in the process.

- Processing and coding of invoices, credit notes and receipts
- Ensure that there is a clear record of financial transactions (income and expenditure) in accordance with the organisational and tax authority requirements
- Responding to queries from customers and chasing outstanding payment
- Checking and verifying bank transactions
- Identifying and correcting or referring any errors or accounting discrepancies
- Delivering reliable administrative accounting support and customer service
- Reconciliations of bank payments and bank statements
- Month end tasks to ensure books are closed with deadline with appropriate journals processed
- Credit card, cash and bank reconciliation
- Support with process insurances

Administration (20%)

- agenda management for the (deputy) director (e.g. planning of meetings with board of directors, programme committee, other academic, project or team meetings)
- coordinating schedules, arranging meetings, distributing memos and reports as per needs and requests
- ensuring that all staff members are kept current of necessary company news and information as requested by management
- support (deputy) director in preparation of certain files, reports, documentation, presentations, as required
- book travels and accommodation
- schedule in-house and external events
- book meeting rooms as required
- answering phone/ email inquiries, as requested and handling potential complaints in a courteous, professional manner
- support in handling of suppliers’ and close collaboration with Rosas’ counterpart/ front desk administrator for ensuring that office supplies are maintained, including checking inventory and working with vendors - where necessary - to ensure adequate levels of necessary supplies at all times
- operating copy equipment, printers or other equipment necessary in support of different department and staff members

General (30%)

- Actively participate in the campus meetings and necessary and required networks
- Overall support of HR Business Partner with tasks and responsibilities such as: support with drafting of employment contracts and any other HR related documentation
- regular update and maintenance of the internal rules and regulations and policies based on the legal framework and under the guidance/ supervision of the HR Business Partner
- Student Relations: close collaboration with and support of the pedagogical coordinator and student administrator

Profile and selection Criteria

- You have a BA degree; backgrounds in business administration, accounting, public administration or related fields are preferred
- Certifications in office management and accounting are a plus
- You already have basic experience in bookkeeping/accounting especially in accounts payable/ receivable and/or you are not afraid to learn it/ more; accounting qualifications and/or already demonstrated knowledge and understanding of professional accounting principles and practices are a plus
- You’ve already experienced work with corporate financial, accounting and administrative information systems
- You have the ability to monitor and maintain management information systems and procedures
- You have MS Office experience and you are comfortable in using Google Apps platforms and Drive
- You are dynamic and like to work on multiple projects at the same time
- You have strong organizational skills and problem-solving attitude
- You can demonstrate analytical skills and attention for detail
- You have excellent written and verbal communication skills
- You are communicative and enjoy working in a team
- You use interpersonal skills effectively in relation to a variety of cultural and ethnic stakeholder groups
- You are eager to work closely with different stakeholders and a wide variety of organizations and audiences
- You have the ability to work on own initiative, prioritise work and meet deadlines
- Your level of ENG is professional (C1/2); your level of NL is at least working level (B2) and/ or you are willing to improve it. Knowledge of FR and/ or other languages is a plus.
- you have working rights in Belgium

Desirable

- An accounting/ business administration degree will be highly regarded
- Certifications in office management and accounting are a plus
- Experience use of accounting specific software (Exact, Oracle, SAP, Sage etc)
- An understanding of higher education sector, the cultural sector and experience in working with international students

Offer

- A full-time contract (100%) of indefinite duration
- Competitive salary according to CAO Performing Arts (scale B) including relevant seniority.
- End-of-year bonus
- Hospitalisation insurance for you and your family members.
- Eco-chèques
- Free commuting when using public transport
- A varied position in an international working environment.
- The possibility of being part of spectacles, performances and shows

Start date

Immediately

Interested?

Send your motivation letter and C.V. to sollicitaties@parts.be by 15 February at the latest.
For additional info, please contact Cristina TRIFU: cristina.trifu@parts.be
Interviews are being organised in several rounds on an on-going basis
PARTS has an explicit non-discrimination policy and encourages everyone to apply who can contribute to diversity in our team.

About P.A.R.T.S.

P.A.R.T.S. is an international school of contemporary dance in Brussels. P.A.R.T.S. runs two dance programmes: Training is a three-year Bachelor programme for aspiring dancers and choreographers, STUDIOS is a two-year specialisation programme with a focus on young creators. The student community consists of about 50 students from diverse backgrounds. P.A.R.T.S is strongly embedded in the artistic field. It hosts over 65 guest lecturers and artists every year.

P.A.R.T.S. was founded (1995) and is directed by choreographer Anne Teresa De Keersmaeker. Located on the Van Volxemlaan in Forest, it is part of a dynamic artistic workplace that also houses the Rosas dance company and the contemporary music ensemble Ictus.