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Administrative Officer – Brussels

Brussels, Belgium Deadline for applications: Ongoing basis

As part of Vulcain Engineering Group, Hinicio is a leading strategy consultancy firm specializing in the green energy sector, known for its innovative solutions in the hydrogen field and its commitment to sustainability. As we expand globally, we seek a proactive Administrative Officer to join our dynamic team at our Brussels headquarters.

Job description

We are looking for a talented Administrative Officer to oversee and support administrative processes across our European operations spanning between Belgium, France, and the Netherlands. Reporting directly to the CEO of HINICIO and collaborating closely with HR, finance, and administrative teams across subsidiaries and Vulcain Group, you will play a pivotal role in managing all administrative and operational issues.

Operational Administration

  • Oversee office management tasks including IT equipment, supplies, business cards, and office snacks.
  • Handle incoming and outgoing mail, couriers, and deliveries, ensuring timely and accurate distribution.
  • Support the organization of corporate events.
  • Administer MS SharePoint access, time registration system, and document management rights.
  • Coordinate project setups and liaise with project managers in NL, BE, and FR.
  • Develop and implement streamlined processes for expense reimbursements and corporate card usage.
  • Support grant and subsidy applications, tender processes, and partner interactions.
  • Manage employee data across tools and platforms liaising with HR staff in Europe.
  • Handle ad-hoc requests from internal and external stakeholders.
  • Propose administrative and operational process improvements.

Legal Compliance and Support

  • Ensuring projects are delivered on time, in scope, and within budget, generating the expected impact with the client.

Client project delivery:

  • Ensure legal compliance across administrative matters in Europe, in liaison with Group Legal and Compliance teams.
  • Centralize contractual and NDA signatures and centralization for supplier and client contracts.
  • Annually verify insurance policy validity.

What we offer

  • An impactful and central role contributing to our mission of decarbonizing the planet.
  • Variety of tasks and responsibilities within an international dynamic work environment within a value-driven company of human size.
  • Daily interactions with multiple functional partners.
  • A motivating work environment that values “entrepreneurship”.
  • Flexible work arrangements to support work-life balance.
  • Opportunities for personal career growth and leadership development.
  • A competitive compensation package aligned with experience and potential.

Desired skills & expertise

  • Bachelor’s degree in Business Administration, Facility Management, or equivalent.
  • Minimum 4-5 years of experience in roles such as administrative specialist/assistant.
  • Familiarity with Belgian, French, and ideally Dutch administrative procedures.
  • Proactive can-do attitude with problem-solving abilities, strong organizational skills, and multitasking abilities.
  • Discretion, loyalty, and engagement.
  • Excellent communication and interpersonal skills.
  • Proficiency in Office 365, especially SharePoint and TEAMS.
  • Quick learner, adaptable to changing priorities in an international environment.
  • Fluency in English, with native-level proficiency in French or Dutch, and proficiency in the other language.

Nice to have

  • Experience with MS Excel, Lists, and PowerBI.
  • Previous experience in an international role.

Join Hinicio and Vulcain Group to contribute to our mission of decarbonizing the planet while thriving in a collaborative and innovative workplace. Apply now to make a difference!


About Hinicio: Hinicio is a strategy consulting firm specializing in sustainable energy and mobility. Since 2006 Hinicio has been developing and consolidating a unique level competence center in hydrogen and fuel cells, which is now recognized as a leading authority in Europe and Latin America. Hinicio builds on an outstanding team of high-level experts, including chemical, electrical, mechanical, and software engineers, economists, environmentalists, and policy experts. Hinicio is headquartered in Brussels, Belgium, and has offices in Paris, Rotterdam, Santiago de Chile, Bogota, Washington DC, and representation in Mexico and Beijing.

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