Administration Assistant

Over deze vacature The Engineering Maintenance Department Administrator provides comprehensive administrative and coordination support to ensure the efficient operation of the department. This role facilitates communication, documentation, planning, and reporting activities — enabling the engineering and maintenance team to focus on technical and operational excellence. Your Role Administrative Support Provide day-to-day administrative support to the Engineering Maintenance team, including managing calendars, meetings, schedules, correspondence, reports, presentations, and meeting minutes. Act as the first point of contact with suppliers and contractors to coordinate activities (e.g. annual maintenance contracts, PO-related issues). Issue requests for quotations and receive/review quotations in full alignment with the team. Create Purchase Requisitions in SAP/Ariba and follow up with the purchasing department on PO status, invoicing, and supplier complaints or escalations. Review spare parts availability and issues in SAP, following up on the complete ordering process, and participate in quarterly stock counts. Create IDH entries and equipment numbers in SAP. Maintain organized filing systems (digital and physical) for technical and administrative documents, ensuring confidentiality of sensitive information. - Verify technician working hours confirmation related to work orders. Support invoice processing and coordination with the finance department. Coordination Communication Act as the coordination point between Engineering, Maintenance, Procurement, Finance, and other relevant departments. Manage internal and external communication with vendors, contractors, and service providers. Follow up on action items, deadlines, and deliverables across departments. Project Maintenance Support Support project planning activities, timelines, and documentation. Assist in organizing maintenance schedules, shutdowns, and contractor visits. Track progress of ongoing projects and maintenance activities.