Operations Manager - International Company

For one of our clients, an international organization, we are looking for an Operations Manager to strengthen its team in Brussels.

This position sits at the intersection of operations, administration, finance, and information systems. Your main responsibility will be to ensure that the various operational flows run smoothly and, when an issue arises, to coordinate with the appropriate stakeholders until it is resolved.

This is therefore neither an accounting position, nor an IT role, nor a highly technical Supply Chain function. Above all, we are looking for an operational coordinator who can manage several topics simultaneously and ensure that issues and requests move forward.

Your Role

You will be responsible for the day-to-day monitoring of operations, from receiving orders through to invoicing and handling any issues or discrepancies that may arise.

You will work in an environment involving multiple stakeholders, including suppliers, retail chains, internal teams, Finance, Purchasing, and IT service providers.

Your responsibility will be to act as the link between these different stakeholders.

Has an order not been integrated correctly? Has an invoice been rejected? Is information missing? Is there an issue with an IT or data flow?

You identify the problem, contact the appropriate people, gather the necessary information, and follow the issue through until it is fully resolved.

Operational Coordination

You will ensure that daily operations run smoothly and act as a point of contact between the various stakeholders.

Your responsibilities will include:

• Monitoring orders, invoices, credit notes, and ongoing cases.
• Identifying discrepancies, issues, or missing information.
• Responding daily to requests from suppliers and partners.
• Coordinating communication between retail chains, suppliers, and internal teams.
• Following up with the relevant stakeholders when action is required.
• Tracking issues through to their complete resolution.
• Managing multiple requests and priorities simultaneously.
• Maintaining clear communication between the different parties.

Your role is primarily that of a facilitator: knowing how to obtain the right information and keep matters moving forward diplomatically, without adopting an unnecessarily directive approach.

Process Flow & Incident Monitoring

You will also be involved in supervising various operational and IT-related flows.

Your responsibilities may include:

• Monitoring the smooth processing of order and invoicing flows.
• Tracking rejected invoices and credit notes.
• Checking the consistency and integrity of received information.
• Identifying anomalies in data exchanges.
• Creating and tracking incidents with the IT service provider.
• Following up daily on corrective actions.
• Providing first-level support to users.
• Escalating issues when they require more technical expertise.

An understanding of EDI (Electronic Data Interchange) flows is a significant advantage, but you will not be expected to develop solutions or resolve complex IT issues yourself.

Reporting & Continuous Improvement

You will contribute to monitoring operational quality through various indicators, such as processing times, rejection rates, incident volumes, data quality, and service levels.

You will use Excel to analyze available information and identify recurring issues.

You may also contribute to improving internal processes, some of which are still being structured and developed.

Ideally, we are looking for someone with at least 2 to 3 years of experience in an operational, administrative, or coordination role.

Experience in Supply Chain, Retail, Purchasing, Order-to-Cash, Sales Administration, EDI, or process/flow management would be a significant advantage, although we are open to candidates from other backgrounds.

More than your current job title, we are looking for someone who has:

• The ability to quickly understand a process.
• Excellent organizational skills.
• The ability to comfortably manage a high volume of emails and requests.
• The ability to switch quickly from one case or topic to another.
• Good Excel skills.
• A general understanding of the interactions between orders, invoicing, and operations.
• A professional level of French and English.

Experience in retail or large-scale distribution will be particularly valued.

The Person We Are Looking For

Personality will be a key factor for this position.

We are looking for someone who is proactive, resourceful, and solution-oriented, and who is not afraid to dig into the details when an issue needs to be resolved.

You should have the mindset:

“I don't yet know why this is blocked, but I'll find the right person and follow up on the issue until it is resolved.”

You are also:

• Open-minded and curious.
• Patient but persistent.
• Diplomatic in your communication.
• Comfortable dealing with a wide range of stakeholders.
• Able to ask for information and follow up without being overly forceful.
• Rigorous and thorough when tracking your cases.
• Comfortable working in an environment where not all processes are yet perfectly established.
• Able to work independently while communicating regularly with your manager.

We are deliberately not looking for an IT specialist, an accountant, or a highly specialized Supply Chain expert. This position is much more cross-functional, administrative, and relationship-oriented.

Your Working Environment

You will report directly to an experienced manager with a background in the Retail sector.

Her management style is approachable, positive, patient, and structured. Objectives are clearly defined, while the working environment encourages communication and questions rather than distant or rigid management.

Your manager is responsible, among other things, for coordinating with the IT service provider, and you will work daily with several internal and external teams.

The position is based at the company's offices on Avenue Louise in Brussels.

€3,500 – €4,500 gross/month

• Meal vouchers worth €10 per working day.
• Group insurance.
• Health insurance.
• 2 days of remote work per week.
• Full-time permanent contract.
• International and multicultural working environment.

User Support, Parties, Persistent, Billing, IT Services, Solution Oriented, Thorough, Data Exchange, Data Quality, Management, Corrective Actions, Highly responsible, Scheduling, Supply chain, Resourcefulness, Incident, OTC, Data Anomalies, Proactivity, ASA, Retail Sales, Patience, Diplomacy, Billing, Operations, Technical work, Communication, Supervising, Service level, Retail Sales, Encourage, Daily Operations, Communication, Escalating Issues, Credit memos, Internal Processes, Order Processing, Stakeholders, Management Style, Coordination, Monitoring, Management, Process flow, Reporting, MS Excel, Flow management, Organization Skills, Administration, Cross Functionality, Point of contact, Purchasing, Act with integrity, Working Environment, Distribution