HOTREC is Recruiting an Office Manager & Membership Coordinator

Monday, 02 March 2026

HOTREC

The full job description is available here (PDF version)

HOTREC, the European umbrella association representing Hotels, Restaurants, Bars and Cafés across Europe, is seeking an experienced Office Manager & Membership Coordinator to join its Brussels-based secretariat.

This is a key position within the organisation, ensuring the administrative, financial, HR and operational functioning of the Association while supporting governance processes and member relations.

About HOTREC

HOTREC represents 47 national associations across 36 European countries. We advocate for the hospitality sector at EU level, shaping policies on digitalisation, sustainability, tourism, food, social affairs and taxation.

Based in Brussels, HOTREC works closely with the EU institutions and key stakeholders to ensure that hospitality businesses can thrive in a competitive and sustainable environment.

The Role

Reporting to the Director General, the Office Manager & Membership Coordinator provides comprehensive support across four main areas:

Financial & Accounting Administration

Processing and recording invoices
Preparing and managing membership fee invoicing
Managing expense claims
Liaising with the external accountant, auditor and banks
Drafting financial reports for the Board, Financial Committee and General Assembly
Supporting EU project financial reporting

Administrative & HR Support

Supporting employment contracts and payroll processes
Coordinating onboarding and offboarding procedures
Liaising with service providers, building management and IT support
Ensuring compliance with Belgian administrative and accounting frameworks

Membership & Governance Support

Acting as a key contact point for members
Maintaining and updating the HOTREC membership database
Supporting the organisation of Board meetings, Financial Committees and General Assemblies
Providing logistical support for meetings and events

EU Project Support

Administrative support for EU-funded projects
Management of relevant project portals
Preparation of financial reporting elements

Profile

We are looking for a highly organised and service-oriented professional with:

Bachelor-level education
Minimum 8 years of relevant professional experience
Solid background in accounting, HR and administrative management
Strong knowledge of Belgian legal and administrative frameworks
Excellent command of English and good working knowledge of French
Strong attention to detail, discretion and reliability

Experience within a European association is considered an asset.

Employment Conditions

Employee contract under Belgian law
Flexible working scheme
Home-working allowance of two days per week
Professional and international working environment in Brussels
Equal opportunities employer

Start date: Ideally early May 2026
Application deadline: 18 March 2026

Applications (CV + cover letter) should be sent to [email protected]

Applicants are invited to include contact details of two professional references.