Administrative Co-ordinator

Administrative Co-ordinator

Temporary Position (6 Months Contract)

EBA Clearing

Brussels, Belgium

The Company

EBA CLEARING is a provider of pan-European payment infrastructure solutions. Founded in 1998, the Company is owned by 49 of the major banks operating in Europe and based on a country-neutral governance model. The payment systems of EBA CLEARING are pan-European by design and desire: they are developed in close co-operation with the Company’s multinational user community and best-of-breed technology partners.

EBA CLEARING manages and operates the payment services EURO1, STEP1, STEP2 and RT1. Both EURO1 and STEP2 have been classified as systemically important payment systems (SIPS) by the European Central Bank. The pan-European real-time payment platform RT1 went live in November 2017 and processes euro instant payments complying with the European Payments Council’s SEPA Instant Credit Transfer Scheme.

The position

We are looking for a highly motivated, pro-active, co-operative professional with excellent communication and organisation skills, and a proven track record in a similar position for an initial period of six months with the possibility of full time position based on performance to support our Office Administration and Management (OAM) team. The Administrative Coordinator will provide a variety of support services for an international external and internal audience.

The successful candidate will reinforce the OAM team of EBA CLEARING in the Brussels office and will report to the Senior Facilities Manager of the OAM Department.

Main responsibilities

Your tasks will include:

  • Acting as the first point of contact for the internal and external stakeholders, answering or referring incoming inquiries and providing accurate and timely answers;
  • performing general reception tasks, such as answering the telephone, taking and relaying messages, providing information to callers;
  • monitoring external visitor access and maintaining security awareness; performing all other reception duties relating to external visitors, such as issuing access badges, organising and planning accommodation and transportation;
  • supporting employees with booking accommodation and transportation in compliance with the Company's travel policy;
  • providing general administrative support such as preparing correspondence, receiving and sorting out mail and deliveries, scheduling appointments;
  • coordinating, planning, booking, organizing, preparing and tidying rooms before and after meetings; including technical and audio-visual set-up, catering, or other equipment;
  • providing first level support for configurations and administration of telephone, meetings and conference calls (via Skype for Business), escalating and reporting to IT if necessary;
  • monitoring and maintaining office equipment;
  • controlling inventory (office supplies and stationery) relevant to the reception area and making orders when required;
  • providing support to external and internal visitors to ensure maximum satisfaction;
  • Undertaking various activities and proposing administrative measures to ensure operational targets are met and continuous improvement is achieved.

The profile

The successful candidate will:

  • have a level of education which corresponds to completed university studies of at least two to three years in administration/secretariat;
  • have gained a minimum of three years of proven full-time professional experience in facilities management support, events and meetings organisation, business trips and missions’ organisations, administration of travel requests;
  • have excellent spoken and written English, French and Flemish or Dutch language skills and a confident manner – any additional European languages would be an asset;
  • have excellent IT skills (MS Office and Outlook);
  • be dynamic, with a proactive enthusiastic attitude, creative with the ability to take initiative, organise a number of parallel activities and follow through their completion;
  • be quality-oriented, pay attention to detail, while still being able to see the big picture;
  • have an ability to work independently and as part of the team; be a good team-player;
  • have a strong orientation to results and the ability to work efficiently to meet agreed datelines and targets under time pressure;
  • be customer-oriented across all levels of the company and externally, sensitive to the needs of the different stakeholders and enjoy working in a multicultural team and communicating with a varied multinational audience.

Before applying for this position, which is based in Belgium (Brussels), please ensure that you are already authorised to work in the European Union.

“If you

  • are interested in building a career in a challenging and international environment with enticing compensation and benefits;
  • want to work for a company that plays a key role in expanding pan-European payment infrastructures;
  • have the required qualifications and skills.

Please visit our career portal to submit your application including a curriculum vitae and motivation letter in English.

We look forward to hearing from you.”

Information about the application process

Please note that only complete applications will be accepted and considered. Complete applications must include: a curriculum vitae and a motivation letter (both in English and French). At this initial stage of the application process, please do not send us any supporting documents (e.g. work certificates or diplomas).

Start and end dates of all previous positions and whether they were full-time or part-time positions should be indicated in the curriculum vitae. The CV should contain details of any professional experience and studies as well as of any relevant trainings or research work.

If your application is retained for any interview rounds, you should be prepared to submit documents supporting the information provided in the CV. Documents may include work certificates or recommendation letters, which should indicate the duration and nature of experience. Freelance or self-employed candidates should provide either a copy of the entry in the relevant trade register or any official document (for example tax revenue statements) confirming the length of the relevant work experience.

Alternatively, candidates may provide individual contacts for professional references in relation to their previous work or study experiences. Candidates should also be ready to provide 1-2 of these contacts upon request, i.e. in addition to any work certificates or letters of recommendation submitted to EBA CLEARING.

The address indicated in the curriculum vitae will be used as the location from which a candidate invited to a face-to-face interview will travel.

For further information, please visit our websites at: – –

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© EuroJobsites 2019

EuroJobsites is a registered company number: 4694396 VAT number: GB 880 9055 04

Registered address: EuroJobsites Ltd, Unit 8, Kingsmill Business Park, Kingston Upon Thames, London, KT1 3GZ, United Kingdom

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