Title: Office Assistant
Reporting To: Office and Administration Manager
Engagement Type: Contractor
Location: Diepenbeek office with Hybrid working policy in place
Scope of Services
The Contractor will provide Office Assistant Services to support the day-to-day administrative operations on a temporary basis. The services will encompass two key areas: general office administration and purchase order administration, performed in close collaboration with Office & Administration Manager.
The Office Assistant will also act as backup to the Office & Administration manager in her absences.
Services to be Provided
Office Administration Services
The Office Assistant shall provide administrative support to the Office & Administration Manager and general office operations.
The services shall include but are not limited to:
* Organising and maintaining office administration processes.
* Performing general office clerk duties as required.
* Screening calls and emails, as well as welcoming visitors to the office.
* Managing and maintaining common office areas.
* Arranging shipments with international courier organisations.
* Handling incoming calls and other communications.
* Managing physical and digital filing systems, including recording information as needed.
* Coordinating travel arrangements in the absence of the Office Manager.
Purchase Order Administration Services
The Office Assistant shall liaise with the business, finance, and procurement teams to ensure efficient processing of purchase orders within the SAP system, in compliance with company policies.
The services shall include but are not limited to:
* Facilitating new vendor management processes.
* Creating new purchase requests in SAP on behalf of the business.
* Following up on the approval of purchase requests
* Creating receipts for invoices or accruals against open purchase orders after obtaining the necessary approvals.
* Liaising with Accounts Payable to ensure invoice receipts are recorded accurately.
* Following up on outstanding approval requests related to purchase order receipts.
Required Competencies and Expertise
The Office Assistant is expected to possess the following qualifications and competencies to successfully perform the services outlined above:
* Proven experience in office administration,
* Knowledge of ERP systems (preferably SAP) and purchase order processes.
* Proficiency in Microsoft Outlook 365, Excel, and other relevant office software.
* Strong organisational and time management skills with keen attention to detail.
* Effective written and verbal communication skills in Dutch (NL) and English (ENG).
* Service-oriented mindset with the ability to work independently.
* Ability to manage confidential information with integrity and professionalism.
Additional Considerations
* The Contractor shall perform the services in compliance with company policies and procedures.
* The Contractor shall ensure adherence to company hybrid working policy, which requires a minimum of three days per week in the Diepenbeek office. Home working is always in coordination with the Office & Administration Manager
* The Office Assistant will work in close collaboration with the Office & Administration Manager in Diepenbeek, Belgium.