ALLRAIL – The Alliance of Rail New Entrants

Operations & Administration Officer

ALLRAIL is looking for a highly organised, tech-savvy and proactive Operations & Administration Officer to ensure the smooth day-to-day running of our Brussels-based association.

We are looking for someone who will manage the day-to-day administrative operations of the association, help ensure that internal processes run smoothly and efficiently, and assist in identifying areas where procedures could be improved.

Why this role matters

ALLRAIL represents new entrant passenger rail operators across Europe. Our political work only functions properly if the organisation behind it is solid, compliant, financially organised and operationally efficient.

You will be central to making that happen.

What you will do

1. Finance, payroll & compliance management
Oversee invoicing, VAT preparation, banking, payroll coordination (Belgium and UK), financial reporting, membership fee administration, and ensure compliance with Belgian association rules and statutory obligations.

2. Administration & governance coordination
Prepare documentation for Board and General Assembly meetings, manage official registers (including EU Transparency Register), maintain statutory updates with Belgian authorities, handle work permits, badges and formal procedures.

3. Office, HR & operational infrastructure
Ensure the smooth functioning of the Brussels office, including suppliers, occupational health services, travel logistics, recruitment administration, onboarding of new staff and trainees, and full asset inventory management.

4. Digital systems & technology oversight
Manage and improve internal digital systems (Office 365, MS Office, SharePoint, mailing software, website updates), maintain hardware and subscriptions, explore automation and AI tools, and ensure new employees are properly set up from day one.

5. Communications & stakeholder coordination support
Organise meetings and events, prepare newsletters and mailing campaigns, update presentations and success materials, support press releases and website updates, maintain mailing lists, monitor sector news and assist in member acquisition and retention.

What we are looking for

• Fluency in English and French is mandatory
• You must already have the right to work in Belgium
• Strong organisational discipline and attention to detail
• Tech-savvy, confident navigating Office 365 and digital systems, with the ability to introduce automation improvements
• Comfortable handling financial documents and external service providers
• Able to prioritise and ensure deadlines are respected
• Familiarity with Belgian association regulation and basic employment law is a strong asset

What we offer

• A central operational role within the Brussels EU Bubble
• A small, dynamic and impact-driven team environment
• The opportunity to improve and modernise how a Brussels association operates
• Partial teleworking possibility
• Meal vouchers and standard employee benefits

Practical information

Interviews will take place in person only at the ALLRAIL office in Brussels.

Application deadline: 4 May 2026

How to apply

Please send your CV and a motivation letter to info@allrail.org