Senior Administrative Support
Start Date: ASAP
End Date: 31st October 2026 (Further extension possible)
Location: Olen, Belgium
Work Schedule: Monday - Friday - Hybrid working
Client: Leading Multinational Materials Technology Company
Kintec are currently partnered with a leading multinational materials technology company.
Department Description and Responsibilities
The Electro-Optic Materials (EOM) department is responsible for the development, production, and continuous improvement of advanced materials used in high-tech optical and electronic applications.
To ensure continuity and efficiency of the EOM Olen secretariat, we are reinforcing the team in two phases:
A temporary 50% support role to bridge the coming months
A future reinforcement (50%-80%) to strengthen the administrative team structurally
In this role, you will provide senior-level administrative support to the department, ensuring smooth coordination of daily operations, projects, and communication flows across internal and external stakeholders.
Project Description
The role is essential in supporting the daily operations and project activities within EOM Olen. You will work in a dynamic technical environment, supporting engineering teams, management, and operational staff.
Your contribution will be critical in maintaining continuity during the transition period while also helping to professionalize and optimize administrative processes for the long term.
Primary Tasks and Responsibilities
- Manage and organize administrative documentation, ensuring accessibility and accuracy
- Coordinate calendars, meetings, seminars, and internal events (incl. travel arrangements, room bookings, and video calls)
- Organize and support seminars, workshops, and department events (logistics, suppliers, contracts, payments)
- Handle procurement processes (purchase orders, supplier follow-up, invoice checks) via systems such as Ariba and SAP
- Support travel management (bookings, visas, expense follow-up, traveler administration)
- Act as a key point of contact between the department and internal/external stakeholders
- Coordinate visits (customers, suppliers, schools, universities) including logistics, safety registration, and on-site support
- Support contract administration (DocuSign, Contractify, deadline follow-up)
- Maintain and improve administrative processes and tools (SharePoint, documentation, contact lists)
- Monitor office and project supplies and ensure availability
Secondary Tasks and Responsibilities
- Provide backup support for colleagues during absences (e.g. procurement, internal reporting)
- Support HR-related administration (onboarding, updates, internal communication)
- Assist with time registration follow-up and operational workforce administration (SAP, UMP)
- Contribute to continuous improvement of administrative efficiency and processes
- Ensure high level of confidentiality and ownership across all activities
Technical Profile Requirements
- 7+ years of experience in an administrative role, preferably in an industrial environment
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Experience with ERP systems (SAP), procurement tools (Ariba), and planning tools is a strong plus
Non-Technical Profile Requirements
- Strong organizational and multitasking skills
- High attention to detail
- Excellent communication and stakeholder management skills
- Ability to work independently and take ownership
- Proactive, solution-oriented mindset
- High level of discretion and confidentiality
Methodology / Certification Requirements
- Bachelor's degree in Office Management or equivalent through experience
Language Proficiencies
- Fluent in Dutch (spoken and written)
- Good working knowledge of English
Localisation and onsite presence
- Olen, Belgium
- Onsite presence ideally every morning: That way, there will still be someone every day in the office
Start Date: ASAP
End Date: 31st October 2026 (Further extension possible)
Location: Olen, Belgium
Work Schedule: Monday - Friday - Hybrid working
Client: Leading Multinational Materials Technology Company
Kintec are currently partnered with a leading multinational materials technology company.
Department Description and Responsibilities
The Electro-Optic Materials (EOM) department is responsible for the development, production, and continuous improvement of advanced materials used in high-tech optical and electronic applications.
To ensure continuity and efficiency of the EOM Olen secretariat, we are reinforcing the team in two phases:
A temporary 50% support role to bridge the coming months
A future reinforcement (50%-80%) to strengthen the administrative team structurally
In this role, you will provide senior-level administrative support to the department, ensuring smooth coordination of daily operations, projects, and communication flows across internal and external stakeholders.
Project Description
The role is essential in supporting the daily operations and project activities within EOM Olen. You will work in a dynamic technical environment, supporting engineering teams, management, and operational staff.
Your contribution will be critical in maintaining continuity during the transition period while also helping to professionalize and optimize administrative processes for the long term.
Primary Tasks and Responsibilities
- Manage and organize administrative documentation, ensuring accessibility and accuracy
- Coordinate calendars, meetings, seminars, and internal events (incl. travel arrangements, room bookings, and video calls)
- Organize and support seminars, workshops, and department events (logistics, suppliers, contracts, payments)
- Handle procurement processes (purchase orders, supplier follow-up, invoice checks) via systems such as Ariba and SAP
- Support travel management (bookings, visas, expense follow-up, traveler administration)
- Act as a key point of contact between the department and internal/external stakeholders
- Coordinate visits (customers, suppliers, schools, universities) including logistics, safety registration, and on-site support
- Support contract administration (DocuSign, Contractify, deadline follow-up)
- Maintain and improve administrative processes and tools (SharePoint, documentation, contact lists)
- Monitor office and project supplies and ensure availability
Secondary Tasks and Responsibilities
- Provide backup support for colleagues during absences (e.g. procurement, internal reporting)
- Support HR-related administration (onboarding, updates, internal communication)
- Assist with time registration follow-up and operational workforce administration (SAP, UMP)
- Contribute to continuous improvement of administrative efficiency and processes
- Ensure high level of confidentiality and ownership across all activities
Technical Profile Requirements
- 7+ years of experience in an administrative role, preferably in an industrial environment
- Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
- Experience with ERP systems (SAP), procurement tools (Ariba), and planning tools is a strong plus
Non-Technical Profile Requirements
- Strong organizational and multitasking skills
- High attention to detail
- Excellent communication and stakeholder management skills
- Ability to work independently and take ownership
- Proactive, solution-oriented mindset
- High level of discretion and confidentiality
Methodology / Certification Requirements
- Bachelor's degree in Office Management or equivalent through experience
Language Proficiencies
- Fluent in Dutch (spoken and written)
- Good working knowledge of English
Localisation and onsite presence
- Olen, Belgium
- Onsite presence ideally every morning: That way, there will still be someone every day in the office