Procurement Administrator (f/m/d)

Alpha Trains Luxembourg S.à r.l.; Antwerpen; Hybrid; EUR 40,000 - 60,000; Full time

Benefits offered by this job

Bike leasing options

Insurance package

Annual company offsites

Town hall meetings

Job summary

Alpha Trains Luxembourg S.à r.l. is seeking a Procurement Administrator to manage PO creation, approvals, and procure-to-pay coordination from Antwerp. You will ensure accurate master data and timely processing, while supporting data quality and compliance across purchasing activities.

The role requires strong admin skills, English fluency, and a detail-oriented mindset; knowledge of Dynamics 365 is a plus. German language is a bonus.

Qualifications

• Commercial training or an equivalent qualification, ideally with a Bachelor's degree in Business Administration or a related field
• Good understanding of accounting principles and VAT, with an interest in purchasing and finance processes
• Experience with Microsoft Dynamics 365 Finance & Operations is a plus
• Strong administrative and organizational skills, with a structured and detail-oriented approach
• High level of accuracy and commitment to data quality and process discipline
• Analytical mindset and ability to identify and resolve discrepancies or deviations
• Strong communication skills and ability to collaborate with different departments and accounting
• Strong MS Office skills and comfort with digital systems
• Fluency in English is required; some German is a bonus

Responsibilities

• Create, update and maintain purchase orders in Microsoft Dynamics 365 Finance & Operations
• Support and monitor approval workflows through required steps
• Coordinate procure-to-pay processes with departments and accounting
• Assist with three-way matching of PO, receipts and invoices
• Maintain supplier and master data incl. payment and delivery terms
• Monitor open POs and delivery status; follow up on outstanding items
• Ensure data meets internal standards and policies; help resolve deviations
• Identify opportunities to improve purchasing administration processes

Skills

MS Office

Analytical mindset

Data quality

Administrative skills

Communication

Fluent English

German (bonus)

Education

Bachelor's degree in Business Administration

Commercial training or equivalent qualification

Tools

Microsoft Dynamics 365 Finance & Operations

Job description

Why Alpha Trains? Because we can rely on one another.

For our office in Antwerp we are looking for a

Procurement Administrator (f/m/d)

Alpha Trains has owned and leased locomotives and passenger trains for 25 years. More than 160 employees of various nationalities are active across Europe. Our more than 1,000 locomotives and passenger trains are utilized in 22 European countries.

Who we are looking for

We are looking for a structured and detail-oriented professional who enjoys keeping purchasing processes running smoothly behind the scenes. You have a strong eye for accuracy, feel comfortable working with data and systems, and enjoy coordinating with different stakeholders to ensure that purchase orders, invoices and supplier information are managed correctly and efficiently.

Ready to make an impact through reliable administration and a well-organized procure-to-pay process? We would love to hear from you!

WHAT WOULD KEEP YOU BUSY

• Purchase Order Administration: create, update and maintain purchase orders in Microsoft Dynamics 365 Finance & Operations, ensuring that all relevant information is accurate, complete and up to date
• Approval Workflow Management: support and monitor approval workflows, following up on approval chains and ensuring that purchase orders progress smoothly through the required steps
• Procure-to-Pay Coordination: coordinate with business departments and accounting to support an efficient procure-to-pay process, ensuring that purchasing activities are processed accurately and on time
• Invoice Matching: support the 3-way matching process between purchase orders, goods receipts and invoices, helping to identify and resolve discrepancies where required
• Vendor & Purchasing Data: maintain accurate supplier and purchasing information, including payment terms, delivery terms and other relevant master data
• Purchase Order & Delivery Monitoring: monitor open purchase orders and delivery status, follow up on outstanding items and ensure that changes are properly recorded and tracked
• Data Quality & Compliance: ensure purchasing data meets internal standards and policies, while identifying process deviations and supporting their resolution
• Process Improvement: contribute to continuous improvements by identifying opportunities to make purchasing administration more efficient, reliable and transparent

WHAT YOU BRING TO OUR TEAM

If you are excited about joining our team, here is what we are looking for in the ideal candidate:

• Commercial training or an equivalent qualification, ideally complemented by a Bachelor's degree in Business Administration or a related field
• Good understanding of accounting principles and VAT, with an interest in purchasing and finance processes
• Experience with Microsoft Dynamics 365 Finance & Operations is a plus
• Strong administrative and organizational skills, combined with a structured and detail-oriented approach
• High level of accuracy and a strong commitment to data quality and process discipline
• Analytical mindset and the ability to identify and resolve discrepancies or process deviations
• Strong communication skills and the ability to collaborate effectively with different business departments and accounting
• Strong MS Office skills and confidence working with digital systems
• Fluency in English is required, and bonus points if you can sprinkle in some German

WHAT IS IN IT FOR YOU

At Alpha Trains we have a mission: to keep our employees happy. So, we go the extra mile to make your working life more enjoyable: From fresh apples in our office fruit basket to annual company offsites, from bike leasing options so you can get to the office in style to an insurance package that gives you the peace of mind you need. Want more transparency? Attend our weekly town hall meetings. And because we are all about collaboration, we keep our hierarchies flat and friendly.

And, last but not least, prepare to meet the most awesome, dedicated and party-ready colleagues at Alpha Trains.

Not fully convinced? We asked our colleagues: what makes working at Alpha Trains special: Employee film