Caroline Devillez

Experience

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  Gordon-Gill Company

  Aug 2000 - Mar 2014

  As Office Manager• Coordination of all activities of the Belgian branch with the President of the head office;• Managing filing systems;• Developing and implementing new administrative systems, such as record management and manpower management software;• Writing reports for senior management and delivering presentations;• Insurance contracts and dealing with the insurance broker as required;• Using a range of office software, including email, spreadsheets and databases.As Finance Manager• Banking activities including cash management to ensure that cash forecasts are updated daily for bank activity and the various bank account balances are monitored daily and have sufficient funds to meet the cash flow needs;• Government filing (monthly / quarterly) such at TVA (sales tax) and federal reports to the Belgian National Bank;• Preparation of the combined accounts between the Belgian branch and the main company established in Ohio, USA. Show less As Assistant Office Manager• Organising the office layout and maintaining supplies of stationery and equipment;• Maintaining the condition of the office and arranging for necessary repairs;• Typing the agenda and taking minutes;• Responding to customer enquiries and complaints;• Day to day management of the company’s website;• Negotiation of contractual terms with clients as well as contractors and preparation of contracts;• Participating in the mobilization of contractors: arrange complex itineraries (flights, hotels, taxis, etc. …), prepare travel including visas or medical approval;• Using a range of office software, including email, spreadsheets and databases.As Accounting Assistant• Preliminary work in support to the yearly closing as well as company income tax filing;• Managing contractors’ payroll: verifying accuracy of timesheets and expense reports, then processing. Show less As Administrative Assistant• Provide telephone coverage including the ability to manage priorities; handle urgent calls with professionalism and good judgment;• Dealing with correspondence and emails in French and English;• Diary (calendar) management;• Maintain client contact lists;• Prepare end of year celebration and gifts/cards;• Miscellaneous support, including but not limited to preparation of copies; stationary and miscellaneous supplies stock control; maintaining orderly, fully functioning work area; filing paperwork, and managing outgoing mail as well as courier services;• Day to day management of the manpower database as well as selection of candidates for possible assignment based on clients’ needs.As Accounting Assistant• Managing accounts payable from invoice to payment, in a timely manner, verifying accuracy and account coding in accordance. Respond to vendor inquiries as required;• Managing accounts receivable from invoice to payment, and maintaining an accurate listing of overdue accounts and follow-up accordingly. Respond to client or payer account inquiries as required;• Responsible for full cycle accounting, journal entries, daily banking activities, including preparation of international and foreign currency wires;• Participating in producing month end reports, government monthly filing (TVA) and bank reconciliations. Show less

  • Office & Finance Manager

    Nov 2010 - Mar 2014

  • Assistant Office Manager & Accounting Assistant

    Sept 2005 - Nov 2010

  • Accounting & Administrative Assistant

    Aug 2000 - Sept 2005
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  Athénée Royal Rixensart-Wavre

  Mar 2014 - Jun 2014

  English Kindergarten Teacher

  • Teach pupils basic academic skills, including letter recognition, phonics and phonemic awareness;• Instruct children on basic mathematical concepts. Pupils learn number recognition, simple addition and subtraction, basic fractions, measurement and problem solving;• Teach social skills, science, arts and humanities, practical living and social studies;• Responsible for leading students through creative play and hands-on activities.

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  European Retail Round Table

  Oct 2014 - Apr 2015

  Office Manager & Personal Assistant to the Director General

  As part of a small team, I support ERRT's work by managing key administrative tasks as well as performing research functions with a high level of independence.Administration responsibilities :• Organising members meetings and public events, and ensuring these run smoothly• Managing the Director General's diary and making travel arrangements where necessary• Paying / issuing invoices, and processing expense claims• Keeping the internal budget tracking system up to date• Liaising with external accounting firm and service providers• Updating internal contacts database and email mailing lists• Formatting and editing documents as well as PowerPoint presentations• Processing incoming and outgoing postal correspondence• Booking meeting rooms and ordering office supplies• Managing ERRT Twitter account and websites• General office administrationResearch Responsibilities :• Gathering intelligence from a variety of sources including internet research (EU institution websites, stakeholder websites), telephone enquiries, media monitoring, event participation, ...• Presenting the intelligence in a concise and timely fashion• Preparing briefings, speeches and other communications tools regularly• Building and maintaining relations with the media• Responding to internal and external requests for informationPersonal Assistant responsibilities :• Manage, coordinate and organize the agenda and office of the Director General'• Organize travel arrangements• Keep track of ongoing projects with key stakeholders• Organize, prepare and follow-up of international meetings of high-level participants. Show less

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  Adessa, an SD Worx Company

  May 2015 - Jan 2022

  Following the acquisition of the Adessa Group by SD Worx in April 2020, our company structure changed as part of the integration process. Our centralized Administration/HR/Finance department was reorganized into 3 separate functions. Considering my financial background, and high level of precision, I was positioned to exclusively handle the billing cycle as well being the key stakeholder in our migration to SAP4HANA. During the transition period, I played a central role in facilitating a complete and successful transfer knowledge between Adessa and the SD WORX departments(HR / Legal / Procurement / Finance). Show less In addition to my main function as Head of Administration and Billing for the Adessa Group, I have been appointed Prevention Officier for our Belgium based entity, Adessa Consulting S.A.My role is to assist my employer with all prevention tasks and preventive protection.My responsibilities include :- being the first point of contact for staff with questions and comments relating to health and safety- advising staff and line managers, whether on request or otherwise- signaling risks in the areas of safety, health and wellbeing- cooperating in setting up and conducting the risk inventory and evaluation (RI&E)- cooperating in the implementation of health and safety policy measures- advising and cooperating with the management in implementing health and safety policy measures. Show less On top of my ongoing function, my responsibilities grew to include all billing & contract management tasks : - Liaise with Sales team to centralize, file and update contracts and purchase orders- Collect and review all consultants’, subcontractors’ timesheets and assess the monthly group bench situation- Prepare and issue all sales and intercompany invoices, review with Project Managers as required- Oversee accounts receivable and late payment follow-up- Analyzing turnover/margin ; preparing monthly steering sessions based on financial KPIs Show less Our Shared Services Administration & Finance department’s main responsibility is to assist Management, Employees, Clients and Suppliers in making their job easier.We offer our services to all our 8 subsidiaries located in Belgium, Spain, Switzerland and France.As Head of Administration, my main tasks are widely varied and subdivided as follows :HR & Payroll responsibilities :- HR induction- Updating the HR data and registering all changes in employee lifecycle- Fill out and process necessary social documents- Perform all payroll & reconciliation- Handling specific situations such as cross-border employees and Swiss withholding tax- Assist employees and managers with routine inquiries concerning payroll, personnel policies and HR procedures- Managing travel coordination- Helping the recruitment team ; assist in the appraisals by producing HR reports and calculating bonuses- Supervise the requests for leaves- Managing all personnel insurances (pension, assistance, DKV)- Oversee the fleet of company cars- Reviewing Consultants’ expense reportsAccounting & Financial responsibilities :- Preparing all relevant paperwork for the timely monthly, quarterly and yearly closing activities and assist with resolving accounting issues- Managing payments in a timely manner / Treasury reporting ; handling the bank & credit card statementsAll Office Manager responsibilitiesWhen required by the workload, I assist with organizing our bi-annual global Adessa Group events, the local corporate teambuilding days, and the continual training workshop sessions. Show less

  • Integration Facilitator & Billing Specialist

    Apr 2020 - Jan 2022

  • Prevention Officer @Adessa Consulting S.A.

    Nov 2018 - Apr 2020

  • Head of Administration, Billing & Finance Controlling (Shared Services) @Adessa Group

    Sept 2017 - Apr 2020

  • Head of Administration (Shared Services) @Adessa Group

    May 2015 - Sept 2017
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  Commuty

  Aug 2022 - Sept 2023

  Office & Billing Manager

  As Office Manager at Commuty, I oversee the administrative, accounting and financial activities as well as facilitate the HR management.My tasks mainly consist of:- following up with invoices and managing customers’ and suppliers’ accounts;- working closely with the Account Manager to ensure customer payments;- tracking of (e-)mails and doing the follow-up;- collecting the supporting document, recording the accounting and regularly collaborating with our accounting office;- following up with the expenditure allocation towards certain budgets and regularly reporting to our CEO;- monitoring subsidy and funding applications’ processes;- preparing salary payments and handling pay sheets;- communicating with our social secretariat for all questions related to HR.- following up with employees’ benefits in kind;- taking part in the onboarding of new team members and making sure the material needed is available;- collecting employees’ expense reports and following up with repayments; Show less