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Location: 

Kortrijk, BE

Date:  Jan 11, 2022
Job ID:  4206

Administrative Assistant

Barco designs technology that makes everyday life a little better. Seeing beyond the image, we develop sight, sound, and sharing solutions to help you work together, share insights, and wow audiences. Our focus is on three core markets: Enterprise (from meeting and control rooms to corporate spaces), Healthcare (from the radiology department to the operating room), and Entertainment (from movie theaters to live events and attractions). With a team of over 3,300 employees, located all around the globe, we realized sales of 770.01 million euro in 2020. 

Purpose of the job:

Ensure timely and accurate processing of administrative tasks and clerical duties in accordance with internal processes, procedures and documentation flows. Act as a liaison between Barco Labs and the rest of Barco for well defined tasks. Manage and distribute information within and outside Barco Labs.

 

Main Accountabilities: 

  1. Support Barco Labs teams with following administrative tasks:
    1. Creation, follow-up and support approval for Travel & Purchase Requests,
    2. Collection of data (KPIs, efficiency, hours) for several (monthly) reportings
    3. Manage documents (IP documents, SDS/technical Datasheets, product-, component- and calibration-certificates) in multiple Data Collection Systems (TDE, Sharepoint, GreenSoft)
    4. Handle the digital document signature flow
    5. Support practicalities related to onboarding and internships

 

  1. Support the Funding/IP/NPI/NTI/Incubator Business processes
    1. Creation of SAP projects, handle service tickets, ensure projects are linked to a program, project costs and NPV reports are correct
    2. Gathering input fees/licenses, NDAs, Contracts
    3. Collection of timesheets and maintaining the admin legal database
    4. Assist in practicalities for events or complex meetings (internal & external)
    5. Manage P-card purchases and incubator orders and payments

 

  1. Support license administration:
    1. Follow up on quote requests, orders and invoices with Procurement & Third party vendors/resellers
    2. Handle the internal SAP procurement flow (follow up on approvals/signatures)
    3. Assign people to license portals
    4. Invoice approval

 

  1. Support Barco Labs teams with following communication tasks:
    1. Newsletters of groups, EcoScore communication, Tools updates, NDAs, IP documents

 

      Requirements

Education     

Graduate or Bachelor degree in administration, secretary, communication

 

Experience

  • 2 years of experience in similar job content position

 

Competences

  • Good knowledge of English, both oral and written (communication, documentation)
  • Networking skills (within the organization)
  • Good knowledge of Microsoft Office tools
  • Well-organization and problem-solving minded
  • Able to work in a multi-cultural service-oriented team

 

Added values (Barco specific experience)

  • Experience with similar jobs
  • Experience with data management
  • Experience with processes and data information tools / data bases