The main responsibility is to provide adequate administrative and organisational support to a management team in a variety of tasks to ensure smooth day-to-day operations:
- Provide support to a management team: management of the calendar, plan appointments and events, ensure efficient practical arrangements such as meeting room bookings, travel, hotel bookings, expenses handling, creation and follow up of IT requests, etc.
- Organization of company events, on-site in the office and off-site (e.g., annual IS meeting)
- Manage incoming communications and telephone calls according to the priorities.Gather additional information or direct to the appropriate party.
- Ensure central filing of important departmental related records(like training plans, insurance, pension, salary)
- Supporting HR team in managing personal files
- Create & handle PO and vendors in SAP and follow up until payment of the invoice.
- Inform and communicate to associates on specific administrative procedures and to raise awareness of policies and procedures.
- Report monthly on all relevant activities and projects.
- Administration of car fleet (fuel cards, insurances, repairs, lease contract fulfilment, tyres, repairs,…), of mobile phone contract, of Health Insurance & pension fund scheme
- Arrange trips and practical arrangements for the team members of the department (book travels, transfers, hotels, etc.)
- Follow-up on the expenses
- Handle administrative issues related to company credit cards for the department
- Handle visa applications if required
- Route visitors to their respective contact person; screen visitors to control interruptions.
- Manage office supplies, stationery and catering supplies.
- Respond in a flexible way to occasional requests outside office hours.
