Office Manager and Membership Coordinator

Hotrec Hospitality Europe

Start date
May 2026

About the Organisation

HOTREC is the leading European association representing Hotels, Restaurants, Bars, Cafés, and similar establishments. We advocate for the hospitality sector in Europe, driving policy change on key issues such as digitalisation, sustainability, food, social affairs, and tourism. Based in Brussels, the HOTREC secretariat brings together 47 national associations across 36 countries. Our mission is to represent the hospitality sector’s interests to the EU institutions and promote knowledge sharing and best practices among our members.

About the role

HOTREC is looking for an Office Manager & Membership Coordinator to support the administrative, financial, HR, and operational activities of the Association. Under the supervision of the Director General, the Office Manager & Membership Coordinator provides comprehensive administrative, HR, financial, and operational support to ensure the smooth functioning of the Association. In this role, you contribute to governance processes, internal coordination, and compliance with Belgian and EU administrative standards. 

Responsibilities

Accounting and Financial Administration:

• Handling the recording and timely processing of incoming invoices
• Preparing and recording membership fees and other invoices
• Verifying the accuracy and completeness of invoices
• Uploading financial documents into the accountant’s application
• Managing expense claims and related documentation
• Liaising with the external accountant, auditor, and banks
• Collecting financial elements for the accountant and auditor reports
• Drafting financial reports for the HOTREC Board, Financial Committee, and General Assemblies 

Administrative and HR Support:

• Providing administrative support to the HOTREC team members
• Supporting HR-related matters (employment contracts, payroll inputs, verification of the accuracy of payroll documents, group insurance, onboarding/offboarding, etc.)
• Liaising with service providers, office building, and IT support

Membership Management:

• Serving as a person of contact for members, maintaining the HOTREC database
• Supporting the Director General for the organisation of the HOTREC Board, the General
• Assembly and the Financial Committee
• Logistics support for the organisation of meetings, events, and HOTREC General Assemblies 

Project Support:

• Providing administrative support to HOTREC for EU-funded projects, including management of the EU-funded projects portal
• Preparing financial reporting of the EU-funded projects, where necessary

Skills, Competencies, Experience & Attributes

Skills & Competencies Required:

• Min. 8 years of relevant professional experience
• Experience as an office manager in a European association will be an asset
• Solid experience in accounting, administrative, and HR
• Excellent organisational and coordination skills
• Strong attention to detail and accuracy
• Ability to manage multiple tasks and meet deadlines
• Very good command of MS Office tools (Outlook, Word, Excel)
• Good knowledge and experience with Belgian accounting, legal, and administrative frameworks

Interpersonal Skills:

• Service oriented
• Proactive, organised, and able to manage multiple tasks
• Discretion and ability to handle confidential information
• Ability to work independently and as part of a small team
• Strong sense of responsibility and reliability

Employment Conditions:

• HOTREC is willing to consider a flexible working scheme
• Home-working allowance of two days per week
• Employee contract under Belgian law
• Professional and international working environment in Brussels
• HOTREC does not discriminate and is an equal opportunity employer

Languages:

• Fluent in English (working language)
• Good working knowledge of French

Required Qualifications

• Bachelor level

Compensation & Benefits

• Employee contract under Belgian law
• Flexible working scheme
• Home-working allowance
• Professional and international working environment in Brussels

Working locations

• Hybrid model, working in the Brussels office and remotely

How to apply

• Please send your CV and cover letter by 18th March 2026 to [email protected]

Interviews

• Please note that only selected candidates in the shortlist will be contacted. Personal data will be processed in accordance with applicable data protection regulations.
• Applicants are invited to include the contact details of two professionals who could provide references and may be contacted if shortlisted.

Policies

Equal opportunities employer

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