Job Description: The primary goal of the
All-Round Administrative Assistant plays a pivotal role in supporting the organization's operational efficiency through meticulous administrative oversight. This position is instrumental in ensuring seamless financial transactions, maintaining clear communication channels, meticulous documentation management, and facilitating daily operational continuity. By managing invoicing, expense tracking, claims resolution, HR support, office administration, and stakeholder communications, the assistant enhances overall productivity and contributes to achieving operational excellence.
Duties and Responsibilities: - Generate and process invoices upon receiving green light logs.
- Create and manage proforma invoices and purchase orders for both sales and internal requests.
- Update pricing information weekly.
- Scan and upload incoming invoices to the system on a weekly basis.
- Handle daily printing and scanning of supplier and carrier invoices, preparing monthly Statements of Account (SOA) for suppliers and weekly/monthly SOA for carriers, and check and process local invoices.
- Manage office supplies and place orders as needed, while coordinating maintenance of office equipment and facilities.
- Prepare payment lists and manage Receivables & Payables (R&P), updating R&P every Wednesday and sharing with relevant team members (Karym & Amanda), and prepare payment lists based on feedback and add local payments.
- Process Payments in ING on Thursdays and process local expenses monthly.
- Manage travel expenses for specific personnel (W + K) on a monthly basis.
- Handle SOA for credit card expenses.
- Review and handle claims weekly in consultation with Karym.
- Communicate with suppliers and logistics carriers.
- Update both departments on the status of disputes weekly.
- Manage holiday and off-day requests in accordance with company policies.
- Print the calendar and send it to employees for confirmation.
- Handle sick day notifications via email.
- Take on new IT tasks as handed over by Amanda.
- Manage new insurance-related tasks as assigned.
- Organize and maintain office filing systems, both electronic and physical.
- Schedule and coordinate meetings, including booking meeting rooms and preparing agendas. Assist in organizing company events.
- Act as a point of contact for internal and external stakeholders.
- Draft and distribute official correspondence, memos, and announcements.
- Ensure all documentation is accurate, up-to-date, and stored correctly.
Qualifications: - Education: Bachelor's degree in business administration, or a related field (preferred).
- Experience: Minimum of 2 to 3 years of experience in administrative role.
- Technical Skills:
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
- Languages: English and Dutch.