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

WLG; Henegouwen; Sur place; EUR 42 000 - 62 000; Plein temps

Résumé du poste

WLG is seeking a proactive Documentation and Records Specialist to support a security engineering team within a multinational defence environment. You will manage release packaging, archiving, and change-control workflows, while maintaining accurate documentation and a responsive shared mailbox.

You will apply strong Office, Outlook, and Excel skills to track actions, generate reports, and ensure the lab and production environments stay aligned with approved configurations.

Qualifications

• Experience with document management systems and archiving processes.
• Strong familiarity with SharePoint content management.
• Proficient in Office applications and Acrobat, with advanced Outlook skills.
• Ability to track actions, maintain logs, and chase information to closure.

Responsabilités

• Manage releases, packaging, and archiving with guides and change logs.
• Process internal change requests through approval and compliance.
• Run and organize the team mailbox, track open items, and ensure timely replies.
• Keep the web portal current, publish new releases, and verify package completeness.
• Monitor lab vs. production configurations and document drift.
• Prepare post-change reports and concise summaries for engineers.

Connaissances

Document management

SharePoint

Office Suite

Outlook

Excel data analysis

Communication

Detail-oriented

Coordination

Formation

TOGAF certification

ITIL certification

ArchiMate certification

Outils

Acrobat

Outlook

Excel

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• Keeping the team's web portal current — replacing superseded material, publishing new releases, and checking a package is complete before it goes up.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.