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Job Vacancy Description: Role Summary

To ensure the smooth and proper functioning of the District Office administration. You will work in close collaboration with the District Manager and the Management team. You will coordinate all HR, finance and operational administrative activities in line with business objectives.



Key tasks and activities

Administration

Management of the daily mail.

Answer the telephone.

Management of the district email.

Management of the car park.

Reservation of transportation for inventories and management of any travel for the employees of the company.

Administration Operational

Processing documents of inventories in accordance with the administrative procedures for different accounts receivable.

Confirm and verify that all PIV/PIC’s assigned and completed in a timely manner for the district.

Management of all re-schedules of inventories for the district.

Coordination of operational meetings designated by the Operations Manager.

Extraction and archive of all reports requested by Operations Manager (APH / Gross Profit etc.)

On the Operations Manager’s request, take all minutes of meetings.

Coordination and control of various office and inventory supplies.

Ensure that time sheets and approval of invoices are carried out each Monday at 12:00 for the close out of the district each week.

Coordination of equipment inventories / repair and maintenance.

Administration HR

Encode all new hires into Oracle HR and “Presta” and maintain the database accordingly.

Preparation of employees’ contracts and encoding these in the systems of Payroll "Presta".

Management of the social documents (C131A, C131B, C4, diverse attestation,...)

Management different hiring plan (ACTIVA, first job and other rewards to employment,..)

Encoding daily time-sheets in the PC of the district and in the payroll system "Presta".

Ensurethat all letters regarding absences / late for staff to be sent on time.

Administration Financial

Development, preparation and transmission of the invoice reporting (AP/AR/expenes) to the financial department.

Control and payment of the district expense manager on behalf of the Operations Manager.

Preparation of the company credit card charges for the district.















Competencies:

(a) Communication

You should be tri-lingual French-Dutch-English, and have excellent verbal and written communication skills.

(b) Team Work and Cooperation

Teamwork is required to maintain the consistency of the team, which includes compliance with other colleagues and employees, contributing to the resolution of problems and sharing of knowledge between colleagues.
It is also essential to ensure the integrity and confidentiality of all transmissions of information.

(c) Inter-Personnel Skills

Must be able to interact with people at all levels of the company

(d) Planning and Organizational Skills

Excellent time management and organizational skills to control own workload. Be able to be able to identify the objectives and the priorities that will be necessary to effectively manage all essential functions in a timely, accurate and effective manner.

Must learn quickly and must adapt to develop and maintain administrative processes.

(e) Availability

Must be available 5 days per week, sometimes 6 when necessary for the activity levels.
Availability should be 8: 00 to 18.00 Monday to Friday.


Competences Required and Necessary

You should have a good understanding of Belgium employment law, to manage the payroll and
Employment contracts in partnership with the HR and legal department in the UK.

Intermediary in the use of Oracle, Microsoft Outlook, Word, Excel and PowerPoint worksheets. A good understanding of the result of company accounts is an asset.