Business Support Coordinator

Are you a structured and proactive professional who enjoys bringing clarity and organization to a dynamic business environment? Do you get energy from coordinating projects, managing operational flows and ensuring everything runs smoothly behind the scenes?

We are looking for a Business Support Coordinator to strengthen our Business Support Team. In this role, you will work closely with consultants, client managers, clients and internal stakeholders. You will play a key role in ensuring operational, contractual and invoicing processes are handled accurately, efficiently and with great attention to detail.

Your Role

As a Business Support Coordinator, you are an essential point of contact for our clients, consultants and business development team.

The role focuses on supporting the day-to-day operations of client projects by ensuring administrative, financial and coordination processes run smoothly. Close collaboration with client partners, business leads, consultants and internal teams is key to maintaining clear communication, accurate data and timely follow-up.

Your responsibilities include:

Project coordination & support

• Following up on projects and ensuring all information remains complete and up to date.

• Acting as a central point of contact for operational and administrative questions by handling incoming requests, analyzing them and ensuring they are resolved or redirected appropriately.

• A proactive mindset helps identify inconsistencies and ensure proper follow-up with the relevant stakeholders.

• Maintaining a structured overview of open questions and requests from clients and internal teams while ensuring smooth and timely communication and follow-up.

CRM management

• Creating and configuring projects in our CRM system (Teamleader) based on stakeholder input and ensuring they are correctly set up for time registration, tracking and reporting.

• Maintaining the structure and consistency of the system and safeguarding data quality through regular checks and review.

Data quality & follow-up

• Ensuring timesheets, project data and client information are complete and accurate. This includes performing regular validations, following up on missing or inconsistent data and contributing to a reliable and well-structured system.

Invoicing & financial administration

• Taking ownership of the timely and accurate preparation and issuance of client invoices in line with contractual agreements.

• Ensuring completeness and accuracy of invoicing while monitoring alignment between delivered work and invoiced revenue.

Financial administration & validation

• Reviewing and approving freelance invoices based on recorded performances in the CRM system.

• Validating project-related costs and supplier invoices while ensuring correct allocation and recharging of expenses to clients.

Contract & document management

• Drafting and following up on contracts for clients and freelance consultants.

• Ensuring documents are complete, signed and properly stored while managing the full administrative flow of contractual documentation.

Reporting & insights

• Preparing ad-hoc reports on project status, timesheets and invoicing based on stakeholder needs.

• Supporting financial and operational insights by extracting and structuring data from the CRM system.

Your Profile

• At least 3 years of experience in a similar administrative or operational support role

• Strong attention to detail and a highly accurate way of working

• Well-organized with the ability to manage multiple tasks and follow-ups simultaneously

• Comfortable working autonomously and managing priorities independently

• A mature, structured and solution-oriented mindset

• Proactive in identifying issues and ensuring proper follow-up

• A strong sense of ownership and responsibility

• Service-oriented and energized by supporting others

• Clear and effective communication skills with the ability to adapt to different stakeholders

• Strong ethics and discretion when handling confidential financial data

• Comfortable operating in a dynamic and fast-paced environment

• Fluent in Dutch and English

• At ease with Microsoft Office; experience with Teamleader or similar tools is a plus

What's in it for you?

• Join a growing and ambitious organization where your work has a direct impact on how the business operates and scales.

• Become part of a collaborative and entrepreneurial culture where ownership, initiative and continuous improvement are encouraged.

• Work closely with colleagues across different disciplines and teams, both within Fightclub and the wider Customer Collective ecosystem.

• Enjoy the flexibility of combining home and office working.

• Accelerate your personal and professional growth through training programs, events and internal knowledge-sharing initiatives.

• Benefit from a competitive salary package, including attractive fringe benefits, a company car with fuel card or a mobility budget.

• Work from our brand-new office in Antwerp (Nieuw-Zuid), while also being welcome at our inspiring Breda office.

• Join a team that values collaboration, supports one another and knows how to celebrate successes together.

Who we are

Fightclub Benelux – Outsmart. Outperform.

Not your average agency. We’re the weapon challenger brands use to break outdated thinking.

From hubs in Antwerp and Breda , 120+ specialists bring together creative, low-code tech, media, AI and strategy.

We partner with ambitious companies like Luminus, Samsung, MediaMarkt, Mora, and Kasteelbier to build engines for growth. Not just pretty slides.

Expect kick-ass creativity, performing campaigns, AI experts, affiliate marketing, impacting strategy, low-code tech and more all in one packed agency!

We’re not here to say yes. We’re here to challenge the status quo.