The opportunity

This is a key role at the heart of the Brussels office for someone who enjoys combining service excellence with the drive to create a welcoming, efficient and well-supported workplace for our lawyers and business services professionals. As Office Manager, you will lead the Reception team, support local projects and global operations initiatives, and contribute to a positive office culture.

Working closely with the Head of Office, the Risk Partner, the Global Facilities Director and local and international colleagues, you will manage suppliers, budgets, travel, facilities, staff events, health and safety, information security and data protection. Through this broad remit, you will help ensure that the Brussels office runs smoothly, safely and in line with the firm's standards.

The role is available on a full-time or part-time basis, with a minimum working time of 80%.

The firm

Bird & Bird is an international law firm helping clients navigate change and seize opportunities across sectors where technology and innovation are transforming the way businesses operate. With 34 offices across Europe, the Middle East, Asia-Pacific and North America, and more than 1,600 lawyers worldwide, we provide proactive, commercially focused advice to clients around the world.

Our Brussels office has been present in Belgium for more than 35 years and advises Belgian and international clients across sectors including technology, communications, life sciences, financial services, automotive and energy. The office brings together professionals from 10 nationalities, creating a vibrant, collaborative and international workplace at the heart of Europe.

Learn more at www.twobirds.com.

What you will do

The role oversees the Reception team and is responsible for the effective coordination and delivery of the key areas of office support set out below, including managing delivery against budget across all areas of the function in conjunction with the Finance team.

Facilities management

• Lead and support the Reception team to deliver a high-quality hospitality experience for colleagues, clients and visitors, ensuring appropriate reception coverage during opening hours and the smooth delivery of essential services, including phone handling, mail, taxi bookings, preparing and organizing in-person meetings, catering support and other day-to-day requests.
• Ensure the office is well equipped, clean and maintained, with supplies, stationery, equipment, beverages and fruit available to support colleagues' daily work.
• Coordinate staff gifts, flowers, vouchers, end-of-year presents and seniority recognition.
• Organise internal office moves to support team growth, ensure colleagues have an appropriate workplace set-up and maintain an accurate floor plan.
• Liaise with the central risk team and insurance broker on general insurance policies and matters to ensure compliance with local regulatory requirements.
• Identify practical opportunities to enhance the office experience and contribute to a welcoming, efficient and well-organised workplace.
• Actively participate in local and global firm initiatives, including quarterly meetings with Bird & Bird office managers worldwide, to share best practices, bring innovative ideas to the Brussels office and align local priorities with the firm's wider strategic objectives.

Starters and leavers

• Work closely with the HR and IT teams to ensure new starters are well prepared and warmly welcomed, including coordinating welcome packs, mobile subscriptions, security access cards, business cards where appropriate, desk allocation, office set-up and induction to the office role and relevant policies.
• Coordinate the standard leaver process to ensure a smooth and well-managed departure when colleagues leave the firm.

Security and health & safety

• Support a secure office environment by managing building access, maintaining accurate access card records, ensuring lost or stolen cards are reported promptly, and serving as the point of contact for security dispatch staff in relation to the office alarm.
• Promote a safe and supportive workplace by ensuring compliance with Belgian Health and Safety regulations, keeping health and safety plans and policies up to date, coordinating a trained network of fire wardens, first aid officers and persons of trust, and organising health and wellbeing initiatives adopted by the office.
• Contribute to the local risk management team by identifying and escalating risk issues, following up on agreed actions, preparing meeting minutes and providing monthly access card updates.
• Maintain and regularly update the Business Continuity Plan, ensuring it remains relevant and aligned with the office's operational needs and firmwide requirements.
• Oversee the GDPR policy and ensure the timely destruction of files in line with applicable retention periods and ISO requirements.

Supplier management and compliance

• Manage supplier relationships and service delivery, ensuring issues are addressed promptly and relevant documentation is maintained in line with ISO requirements.
• Conduct annual reviews with key service providers to assess service quality, confirm future requirements and agree value-for-money terms that meet the office's needs.
• Engage with potential suppliers to understand their services and, in line with policy, obtain at least three quotes before appointing a new supplier.
• Oversee external service providers, including the telecommunications provider, cleaning and building management company, to ensure effective day-to-day service delivery.
• Support the implementation of the firm's global ESG policy in the Brussels office, driving local initiatives and ensuring carbon footprint data is accurately recorded.

Events and travel

• Work closely with the Marketing and IT teams to ensure the smooth delivery of client seminars, coordinating all facilities-related arrangements including catering, staffing, room set-up and other practical support.
• Contribute actively to the Social Committee organising social and team-building events, including the format, venue, activities and catering.
• Serve as the key contact for internal and external team events, such as the international football tournament, the Legal Run and similar initiatives.
• Coordinate the implementation of the global travel policy in the Brussels office, liaising with the travel company contacts as needed.

What you bring

• Around five years' experience in office management, ideally in a professional services environment, with an interest in how office management is evolving and the confidence to use new systems and technologies.
• A proactive and motivating leadership style, supporting and developing the Reception team, delegating effectively and bringing a collaborative and innovative approach to deliver the best possible service for clients and colleagues.
• Clear and confident communication skills, with the ability to build strong relationships internally and externally and promote a collaborative 'one team' approach with other managers and partners.
• Integrity, professionalism and ownership of responsibilities.
• Well-organised and flexible, with the ability to manage multiple priorities, think creatively, solve problems.
• Excellent English, with good knowledge of Dutch and French.

What we offer

• Impactful work - Play a leading role in creating a welcoming, safe and well-supported workplace, while helping to ensure the smooth day-to-day running of the Brussels office.
• Inclusive culture - Join a diverse, friendly and collaborative Brussels office where teamwork and respect are central, with regular opportunities to build strong working relationships through the social events organised by the office team in close collaboration with the Social Committee.
• Development opportunities - Develop your expertise in an innovative international firm, with the opportunity to help shape ESG and other global initiatives in the Brussels office, working closely with local and international colleagues.
• Continuous learning - Build your skills through Bird & Bird's Global Curriculum, with monthly webinars, training sessions and online resources for lawyers and business services professionals, as well as the Digital Academy, which supports your development in GenAI tools and other technologies used across the firm.
• Reward and benefits - Benefit from a competitive salary and benefits package, including a working from home allowance, meal and eco-vouchers, group, hospitalisation and outpatient insurance, and a performance bonus.
• Work-life balance - Enjoy the option, after four months in the role, to work from home up to two days per week, helping you balance office collaboration with focused time at home. Considering the role, support outside standard office hours may be required for events, projects or business continuity needs.
• Recognition - See your contribution recognised as visible, valuable and an important part of Bird & Bird's success.

Why join Bird & Bird?

Joining Bird & Bird's Brussels Office means becoming part of a close-knit team of 85 professionals representing 10 different nationalities, while also benefiting from the expertise, resources, and career opportunities of a leading international law firm with 34 offices worldwide.

Take the next step

If this opportunity sounds like the right fit for you, we would be pleased to hear from you. Please apply here or send your CV and motivation letter to anneke.vermeir@twobirds.com .

You can learn more about our firm at www.twobirds.com and follow the latest updates from our team on LinkedIn at www.linkedin.com/company/bird-&-bird-llp/ .

For questions or more information, please contact Anneke Vermeir at anneke.vermeir@twobirds.com .