Administrative Assistant

As administrative support, you will come into contact with many diverse matters and departments.

Human Resource Management:

• Developing and implementing onboarding and offboarding plans.
• Following up on related actions and assisting employees with questions.
• Maintaining the organizational structure.
• Maintaining and tracking the training matrix and competency matrix.
• Initiating and following up on the performance/competency assessment process.
• Maintaining communication with HR.

Asset Management:

• Updating the asset register with newly purchased or no longer used equipment.
• Communicating with the purchasing department and IT.

Infrastructure Management:

• Monitoring temperature, humidity, etc., via a monitoring dashboard.
• Following up on the maintenance of fire protection and emergency generators.
• Requesting access badges and ensuring correct access rights for various infrastructures.
• Preparing reports.

Contract Management:

• Following up on contracts and NDAs.
• Uploading customer and supplier contracts to the contract system.
• Management of the contract database.

Financial Management:

• Requesting and following up on payments with Materialise staff.

Regular & Tax Reporting:

• Submitting revenue-related data to national authorities.
• Reporting to national authorities regarding premiums and benefits granted to healthcare professionals.

Office Management:

• Collecting and processing physical mail.
• Ordering office supplies.
• Ordering/purchasing food supplies.
• Management of telecom billing.
• Overseeing the cleanliness of the office.
• First aid.

Support for Prevention Advisor:

• Drafting prevention plans (based on previous plans).
• Internal follow-up to implement feedback from IDEWE.
• Internal follow-up on the prevention plan.
• Experience in a similar role is a plus.
• Excellent organizational and administrative skills.
• Good knowledge of MS Office suite.
• Strong communication skills.
• Good knowledge of English.
• Independent working style and proactive attitude.