To provide administrative support to management team members within the Antwerp office
Answering incoming phone calls and redirect.
Distribution of daily incoming and outgoing mail, UPS, Bpost (normal mail) etc.
Welcoming external people in the office, if necessary or requested.
To provide administrative support to the BEANR management team.
Responsible for all travel arrangements for visitors and WW personnel, when requested or difficult itineraries.
Responsible for visa applications for BEANR Employees
Provide administative support to HR, Sales and senior managers within the Antwerp office
Responsible for preparation of meetings and meeting rooms.
Assist in the organization of customer events, teaming events, workshops and fairs.
Follow-up on suppliers (incl. supplier's contracts) and manage Supplies and Storage.
Search and meet new suppliers. Benchmark.
Responsible for archiving "Laat Volgen" and "BLs".
Support HR Manager where needed.
Collect and send invoices to El Salvador/ Bookkeeping.
Approve and protest invoices and follow up.
Facility management; communication with building manager for assistance where needed. Organize office facilities.
Maintaining Sharepoint, which includes MS en Parking Sheet.
Process travel and expense notes for managers in Unit-4.
Organize inventory give-aways for Commercial department.
Collecting commercial data from WWL agents.
Collecting data from Sales Manager for the monthly LTF and input before monthly closing.
Support Sales Support with making quotations.
Sending out rate sheets to customers
- Very good communication skills in Dutch, English written and spoken. French and German is a plus
- Be very discrete.
- Good administrative background.
- Able to work with word/outlook/excel/powerpoint.
- Good general overview – ability to set priorities
- Be very accurate.
- Be flexible in tasks.
- Being a good host; by being presentable, welcoming, helpful, good listener, friendly, patient.
- Be Pro-active and be active in problem solving
- Good interpersonal skills