Office coordinator

About Aerospacelab

Our mission is supported by an ambitious vertically integrated approach: design & manufacture of small satellites combined with development of earth observation services.

Since its creation in 2018, the company has already grown substantially. Our team gathers more than 25 engineering expertise, from hardware design to software development & data science.

In 2026, Aerospacelab counts offices in Louvain-la-Neuve (Belgium), Toulouse (France), Lausanne (Switzerland) and US West Coast with more than 350 full-time employees, with the ambition to position itself as the European leader in small satellites.

The Office Coordinator ensures smooth, efficient, and professional day‑to‑day operations across multiple Aerospacelab sites. This operational role includes administrative workflows (mail, parcels), office supplies and catering management, meeting room and visitor coordination, HR operational support, fleet management support (including end‑of‑contract vehicle expertise), cleaning and ESG oversight, and backup support to the Executive Assistant

• Administrative & Mailroom Operations
  • Manage incoming/outgoing mail, courier services, and parcels.
  • Maintain routing logs and ensure timely distribution.
  • Provide general administrative assistance and occasional reception support.
• Office Supplies & Catering
  • Manage procurement of office supplies and consumables.
  • Monitor stock levels and maintain supplier relations.
  • Coordinate catering services for internal events, trainings, and meetings.
• Meeting Rooms & Visitor Experience
  • Ensure meeting room readiness and support basic AV/VC setup.
  • Manage booking requests and optimize room usage.
  • Handle visitor check‑in, badges, and safety briefings.
• HR Support
  • Coordinate onboarding logistics: workstations, badges, welcome kits.
  • Support internal trainings, wellbeing activities, and employee initiatives.
• Fleet Management Support
  • Support daily administration of company vehicles.
  • Perform end‑of‑contract vehicle inspections and documentation.
  • Liaise with leasing partners and monitor vehicle lifecycle timelines.
• Cleaning Services, ESG & Site Standards
  • Manage cleaning vendors and monitor daily service quality.
  • Conduct routine site inspections and follow‑up on corrective actions.
  • Oversee ESG-related aspects of cleaning, including recycling, waste sorting, sustainability, and reporting environmental metrics.
  • Ensure workplace hygiene aligns with Aerospacelab expectations.
• Executive Assistant Backup
  • Support travel arrangements, calendar management, and meeting logistics.
  • Assist with document preparation and executive/board-level events.
  • Provide continuity during peak periods or EA absence.
• Compliance, Safety & Continuous Improvement
  • Comply with internal safety, security, and data protection policies.
  • Track operational KPIs and propose improvements.
  • Support audits and maintain required documentation.

• 2+ years of experience in office coordination, administration, or facilities support (multi‑site preferred).
• Proficiency with MS 365 tools (Outlook, Teams, Excel, SharePoint).
• Understanding of ESG principles and sustainable workplace practices.
• Excellent customer‑service orientation
• Supplier management experience (cleaning, catering, supplies)
• Fluent in English

• Experience in industrial, technical, or high‑growth environments
• Basic knowledge of fleet or vehicle administration
• Basic Prevention Advisor certification
• Knowledge of French or Dutch