Office Manager
Hybrid, Zaventem (Belgium)
Full time
As we grow, our office and our team need an owner: someone who makes Ventory a brilliantly-run place to work, and who helps build the team that scales it.
Ventory is the field inventory layer between your ERP and the field. We give companies total control and real-time visibility of every item that lives outside the warehouse: consigned implants in hospitals, spare parts in engineer vans, loaner kits at surgical centres. We integrate with the customer's ERP (SAP, Microsoft Dynamics, Oracle, Sage and more), deploy in under 4 weeks, and our mobile-first, offline-capable app earns 95%+ adoption from field teams. We are ISO 27001-certified, SOC 2-compliant and GDPR-ready, and already live with Medtronic, NHS London Ambulance Service, Unilever and DHL Supply Chain. We are a lean, fast-moving B2B SaaS company headquartered in Zaventem, Belgium, scaling toward our next phase of growth.
The role
You will be the operational backbone of the office: the first face people meet, the go-to for "how do I...", and the quiet engine behind a company that feels organised and looked-after.
You will also play a hands-on part in finding and bringing in our next great hires.
What you'll own
- Run the office. Own the Zaventem office day-to-day: reception, supplies, meeting rooms, equipment, and the relationships with our building, vendors and suppliers. Keep us on top of workplace health and safety.
- Help build the team. Work hands-on on hiring: help identify and source candidates, run first-touch outreach, and build shortlists for our hiring managers. Keep the process organised, fast, and a great experience for every candidate.
- Support our people. Coordinate smooth onboarding for new joiners, keep HR records tidy and confidential, help administer benefits, and organise the events that make our culture.
- Support the leadership team. Light executive assistance: diary coordination, travel, meeting logistics and expenses, plus keeping company rituals like all-hands and off-sites on the rails.
- Keep the admin tight. Process invoices, expenses and purchase orders and keep a clean paper trail, working alongside our CFO and accountant, who own the books.
What you bring
- 3-6 years in an office manager, office coordinator, executive assistant or operations-admin role, ideally in a scale-up or fast-moving environment.
- A genuinely organised, proactive operator who anticipates needs and gets things done without being chased.
- An interest in helping build a team: comfortable researching and identifying candidates, reaching out, and coordinating hiring (recruiting/talent-coordination experience is a strong plus).
- Comfort with administration and light bookkeeping: you'll have the CFO and accountant alongside you, so you don't need to be an accountant, but numbers and process don't faze you.
- People-smart and discreet, with a warm, service-minded approach.
- Strong English; Dutch and/or French is a real plus.
- Eligible to work in Belgium/EU and able to be in our Zaventem office three days a week.
Nice to have
- Experience supporting a founder or C-level team.
- Familiarity with Belgian admin: social secretariat, benefits like meal/eco vouchers, basic employment paperwork.
- Exposure to a B2B SaaS or tech company.
- An eye for the small things that make an office and a team feel cared-for.
What we offer
- A real seat at a company scaling fast, and the chance to shape how a growing team runs.
- Belgian benefits package: meal vouchers, eco vouchers, group and hospitalisation insurance, and statutory holiday pay.
- Hybrid working, 3 days/week in our Zaventem office, with flexibility the rest of the week.
How we hire
Our process is fast and respectful of your time - typically 2–4 weeks end to end:
How we keep it fair: we never ask about your salary history, we share the salary range early in the process, and every candidate is assessed against the same written criteria.
Ventory is an equal-opportunity employer. We welcome applicants of every gender, background, age, disability, religion, sexual orientation and ethnicity. This role is open on equal terms to all qualified candidates, and our selection is based solely on role-relevant criteria.
Interested? Apply or refer someone great via careers@ventory.io.
Hear it from the team
"Joining Ventory after my internship was an easy decision for me. During my internship, I gained valuable hands-on experience while being part of a team that genuinely values collaboration, individual input, and personal growth. What stood out most to me was the opportunity to work in an environment that aligns with both my academic background in supply chain operations and my passion for digital solutions that address real industry challenges.
Ventory provided a platform that allowed me to apply my knowledge meaningfully while continuing to grow, learn, and contribute at this early stage of my career in a space I genuinely enjoy."
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