Operations Assistant — Change Management and Reporting for NATO with security clearance

Wlgroup; Henegouwen; Sur place; EUR 42 000 - 64 000; Plein temps

Résumé du poste

Wlgroup is seeking a document-management professional to own change control, archiving, and portal maintenance for a multinational defence security engineering team.

You will manage release artifacts, compliance paperwork, and lab documentation while coordinating with engineers and stakeholders to ensure accurate records and timely updates.

Qualifications

• Several years in a document management environment.
• Experience with SharePoint content and governance.
• Proficient in Office applications and Acrobat.
• Strong Excel skills for data analysis and trends.
• Attention to detail and meticulous document handling.
• Proactive communication across technical and non-technical staff.

Responsabilités

• Manage change notifications, approvals, and compliance paperwork.
• Run and organize the team mailbox, tracking responses and closures.
• Keep the lab portal up-to-date with releases and documentation.
• Record post-change analysis and provide concise summaries.
• Write procedures, take minutes, and maintain documentation repository.
• Support the team with reporting inputs, onboarding, and logistics.

Connaissances

Document management

SharePoint content

Office suite

Outlook management

Excel data analysis

Cyber security basics

Outils

SharePoint

Microsoft Office

Adobe Acrobat

Microsoft Outlook

Description du poste

Engineering teams run on the things nobody sees: the change paperwork that gets filed on time, the mailbox where nothing goes unanswered, the portal that actually holds the current version. A multinational defence organisation is looking for the person who owns all of that for a security engineering team.

What you would be doing

• Following vendor releases, then downloading, packaging and archiving them with the guides, release notes and change logs that belong beside them.
• Raising internal change requests and carrying the approval and compliance paperwork through to the end.
• Running the team's shared mailbox: tracking what is open, chasing the engineer who has not replied, sending the reminder, and keeping the closure status visible.
• Keeping the team's web portal current — replacing superseded material, publishing new releases, and checking a package is complete before it goes up.
• Making sure the lab reflects the approved versions and the configuration the engineers asked for, and tracking where lab and production have drifted apart.
• Following changes after they land: the post-change report, the analysis in Excel, and a short structured summary that tells the engineers what to correct.
• Writing down procedures and workflows, taking minutes, tracking actions, and keeping the documentation repository in a state where the next person can find things.
• General support around the team: spreadsheets and reporting inputs, onboarding newcomers, visitor logistics and room bookings.

What you would bring

• Several years working inside a document management system, and the same again with SharePoint content.
• Confident daily use of Office and Acrobat, with real depth in Outlook — shared calendars, tasks and the discipline that goes with them.
• Statistical work in Excel: filtering, grouping and reading a trend rather than a row.
• Organisation and follow-up as a habit, an eye for detail in documents, and the tact to chase a busy engineer without friction.
• Proactive communication across technical and non-technical people alike.
• Nice to have: familiarity with allied procedures and forms, a grounding in cyber security concepts, project management exposure, and certifications such as TOGAF, ArchiMate or ITIL.

Extensions are offered where the work goes well. Applications are reviewed as they arrive.