Role : Project Administrative Assistant

Location : Antwerp

Contract type : freelance

Description :

For our client, we are looking for a Project Administrative Assistant, to join their team in Antwerp on a long-term freelance mission.

The role focuses on operational project administration, including purchasing support, SAP follow-up, timecard processing, document management and coordination with internal teams and EPCM partners.

The position is mainly administrative and does not require an engineering background. Accuracy, ownership, sound judgement and relevant support experience are key.

Primary Tasks and responsibilities

- Purchasing, purchase-order and invoice follow-up in SAP and SAP Ariba.
- Timecard verification and SAP processing for project staff and external partners.
- Administrative coordination with EPCM partners, and internal stakeholders.
- Management of project and As Built documentation, folder structures and information management.
- Planning, status overviews, action tracking and follow-up of missing input.
- Collecting, recording, analysing and verifying current and/or specific information in the designated systems (SAP, Planisware, etc.).
- General project-team support, including meetings, minutes, communication, travel and back-up support.

Technical profile requirements

- Min. 5yrs’ Relevant experience in administrative support, project administration, purchasing support or project support.
- Practical understanding of purchase orders, invoices, approvals and administrative workflows.
- Practical Experience with Document Management Systems, e.g. Sharepoint is a strong plus




- Good working knowledge of Microsoft Office, especially Outlook, Sharepoint, Word and Excel
- Experience with SAP is a strong advantage; SAP Ariba experience is a plus.
- Able to work accurately with administrative data, time registrations, purchase-order information and invoice details.

Non-Technical profile requirements

- Practical, hands-on and service-oriented.
- Well-organised and able to manage multiple administrative priorities simultaneously.
- Accurate, detail-oriented and mindful of project priorities.
- Takes ownership and follows tasks through to completion.
- Proactive in requesting missing input, following up actions and escalating when needed.
- Communicates clearly and professionally with internal and external stakeholders.
- Comfortable in an international, multidisciplinary project environment.
- Team player who can also work independently within agreed procedures.

Methodology/Certification requirements

- Experience working according to documented procedures, approval flows and audit-trail requirements is considered an asset.

Language proficiencies

- Fluent Dutch, both spoken and written, is mandatory.
- Fluent English, both spoken and written, is mandatory.

Location

- Antwerp
- 100% on-site presence is required during the onboarding and training period to gain familiarity with the team, systems and internal processes.
- After successful onboarding, some remote working is possible in mutual agreement with the manager, at the earliest after 3 months assignment.

Contract

- Start date: as soon as possible.
- Long-term assignment.

📌 Project administrative assistant (España)
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📍 España