Dolby Careers Office Coordinator

Join the leader in entertainment innovation and help us design the future. At Dolby science meets art and high tech means more than computer code. As a member of the Dolby team youll see and hear the results of your work everywhere from movie theaters to smartphones. We continue to revolutionize how people create deliver and enjoy entertainment worldwide. To do that we need the absolute best talent. Were big enough to give you all the resources you need and small enough so you can make a real difference and earn recognition for your work. We offer a collegial culture challenging projects and excellent compensation and benefits.

The Office Coordinator plays a central dual-purpose role: ensuring the high-performance operation of the Leuven site while providing proactive hands-on administrative support. As the primary face of the office you are the universal point of contact for all internal and external stakeholdersfrom employees and leadership to visitors and local suppliers.

Beyond basic operations you are the architect of the local employee experience. You will create a clean fun and welcoming environment where team members feel taken care of through thoughtful touches like curated snacks drinks and thematic activities.

Your mission is to make the office a destination where employees want to be.

Key Responsibilities

Office & Site Operations

Primary Office Interface: Serve as the central point of contact for all internal and external office-related matters. This includes acting as the front of house for greeting visitors and managing guest protocols while also serving as the primary lead for day-to-day operations facility maintenance and coordination with external parties couriers and local suppliers.

Site Council Member: Participate as a member of the Leuven site council and represent matters relevant to the office and culture of the organization.

Workplace Excellence: Maintain a clean and professional office environment including the management of office supplies plants and general aesthetics to ensure the space supports collaboration and productivity.

Employee Care: Curate the on-site experience by managing snacks drinks and social perks (e.g. fruit baskets coffee machine maintenance) that make the office a high-energy and inviting home base.

Stakeholder Coordination: Liaise with building management external vendors (such as the cleaning company) and internal teams including Workplace IT People and Finance.

Health Safety & Security: Support local health and safety initiatives including acting as the designated First Aid Officer for the Leuven office. Manage building and parking access while proactively resolving facility issues like heating air-conditioning or equipment repairs.

Administrative & Team Support

Executive Support & Administrative Optimization: Provide proactive administrative assistance to local leadership. You will act as a primary enabler for the team by supporting purchase orders coordinating supplier arrangements and identifying opportunities to optimize recurring administrative workflows to drive long-term efficiency.

Community Engagement & Events: Lead the end-to-end planning and execution of all local team events including monthly meetings (Bon Appétits) holiday parties (Sinterklaas Easter etc.) off-sites and trainings. You will drive the fun through creative concept development venue sourcing and catering coordination.

Travel & Logistics: Provide end-to-end assistance with travel arrangements including booking flights and hotels for client visits roadshows and international trade shows like IBC or NAB.

Talent Lifecycle & HR Admin: Facilitate the logistics for onboarding and offboarding ensuring new hires have ready desks access badges mobile subscriptions (Proximus) and health insurance setups.

Fleet Management: Coordinate the local company car fleet including ordering new vehicles managing maintenance notifications allocating pool cars and handling related fines and documentation via the online portal.

Finance & Process Support

Operational Finance: Support purchase requests invoice routing and expense coordination in strict alignment with corporate policies.

Process Liaison: Act as the bridge between the local team and global Finance/Procurement functions for operational follow-ups and compliance.

Role Boundaries

The Role Does: Coordinate track and support administrative processes; facilitate communication between employees and global functions; ensure actions reach the right owners.

The Role Does Not: Own departmental budgets or sign high-level vendor contracts (you facilitate the process for those who do); act as a substitute for functional policy ownership (e.g. HR/IT policy).

Collaboration & Working Style

Partnership: Works closely with local employees and partners with EMEA-wide People Finance and IT teams.

Office Presence: This role is fundamentally anchored in the office. Physical presence is expected as required for the role to effectively manage on-site operations welcome guests and maintain the office culture.

Approach: Requires a hands-on approachable and highly service-oriented working style proactively addressing small needs and sensitivities to create a positive impact.

Profile & Capabilities

Experience: Proven background in office management administration or operations support.

Organization: Highly organized and comfortable juggling multiple priorities from fleet management to event planning.

Efficiency Mindset: A natural inclination to find structural solutions for manual tasks.

Communication: Strong interpersonal skills and a collaborative team-first mindset.

Dolby Hiring Entity:

Philipssite 5/1 3001 Leuven
België

Required Experience:

IC

Employment Type : Full Time
Experience: years
Vacancy: 1