Freelance — Senior Administrative Support Officer

Tasks and responsibilities

For a position within a technical and operational environment in Olen, you will provide senior-level administrative support to ensure the smooth running of daily activities, projects and communication with internal and external stakeholders.

This role supports continuity within the department during a transition period and contributes to the further structuring and optimization of administrative processes.

• Manage and structure administrative documentation, ensuring accuracy and easy access
• Coordinate calendars, meetings, seminars and internal events, including travel arrangements, room reservations and video calls
• Organize and support seminars, workshops and departmental events, including logistics, supplier follow-up, agreements and payments
• Handle procurement-related administration such as purchase orders, supplier follow-up and invoice checks in tools like Ariba and SAP
• Support travel administration, including bookings, visas, expense follow-up and traveler data management
• Act as a central point of contact for communication with internal and external stakeholders
• Coordinate visits from external parties, including logistical follow-up, safety registration and on-site support
• Support contract administration, including digital signing, document follow-up and deadline monitoring
• Maintain and improve administrative processes and tools such as SharePoint, documentation and contact lists
• Monitor office and project supplies and ensure their availability
• Provide backup support for colleagues during absences, for example in procurement or internal reporting
• Support HR-related administration, including onboarding, updates and internal communication
• Assist with time registration follow-up and operational workforce administration in SAP and related systems
• Contribute to the continuous improvement of administrative efficiency and working methods
• Handle information with a high degree of confidentiality, ownership and discretion

Your profile

• You have at least 7 years of experience in an administrative support role, ideally within an industrial or technical setting
• You are highly proficient in Microsoft Office, including Word, Excel and PowerPoint
• Experience with ERP systems such as SAP, procurement tools such as Ariba, and planning tools is a strong asset
• You have strong organizational skills and can manage multiple priorities effectively
• You work accurately and pay close attention to detail
• You communicate clearly and manage stakeholder relationships professionally
• You can work independently and take ownership of your responsibilities
• You have a proactive, solution-oriented mindset
• You handle sensitive information with discretion
• You hold a bachelor’s degree in Office Management, or you bring equivalent experience
• You are fluent in Dutch, both spoken and written
• You have a good working knowledge of English, including understanding technical documentation

Offer

You will be part of a growing Belgian SME where initiative and personal development are encouraged. We will provide you with an enjoyable work environment with fun colleagues. We will work out a career plan with you, with attention and a budget for extra education/certification. You can count on an attractive salary, supplemented with extra-legal benefits, including a company car.
(Freelance is also possible)