Administration Assistant

Henkel; Groningen; Hybrid; EUR 42,000 - 54,000; Full time

Benefits offered by this job

Flexible schedule

Hybrid/Remote work up to 30 days

Growth opportunities

Wellness programs

Parental leave

Employee stock plan

Pension fund

Disability insurance

Health insurance

Cafeteria

Job summary

Henkel in Groningen seeks an Engineering & Maintenance Department Administrator to provide comprehensive administrative support, coordinating calendars, meetings, and documentation for the engineering and maintenance teams.

The role handles supplier coordination, SAP/Ariba purchasing, stock counts, and project/support activities, requiring strong organizational and communication skills in Dutch and English.

Qualifications

• MBO or HBO education in Administration, Technical Business Administration, Facility Management, or Logistics.
• 5–7 years of experience in an administrative role, preferably in engineering, maintenance, or an industrial environment.
• Experience with ERP systems (SAP/Ariba preferred).

Responsibilities

• Provide day-to-day administrative support to the Engineering & Maintenance team, including calendars, meetings, schedules, correspondence, reports, presentations, and meeting minutes.
• Act as the first point of contact with suppliers and contractors to coordinate activities (e.g. annual maintenance contracts, PO-related issues).
• Issue requests for quotations and receive/review quotations in full alignment with the team.
• Create Purchase Requisitions in SAP/Ariba and follow up with the purchasing department on PO status, invoicing, and supplier complaints or escalations.
• Review spare parts availability and issues in SAP, following up on the complete ordering process, and participate in quarterly stock counts.
• Create IDH entries and equipment numbers in SAP.
• Maintain organized filing systems (digital and physical) for technical and administrative documents, ensuring confidentiality of sensitive information.
• Verify technician working hours confirmation related to work orders.
• Support invoice processing and coordination with the finance department.
• Act as the coordination point between Engineering, Maintenance, Procurement, Finance, and other relevant departments.
• Manage internal and external communication with vendors, contractors, and service providers.
• Follow up on action items, deadlines, and deliverables across departments.
• Support project planning activities, timelines, and documentation.
• Assist in organizing maintenance schedules, shutdowns, and contractor visits.
• Track progress of ongoing projects and maintenance activities.

Skills

Organizational skills

Time management

Communication

Coordination

Microsoft Office

Dutch language

English language

Multi-tasking

Engineering basics

Education

MBO or HBO in Administration/Technical Business Admin/Facility Management/Logistics

Tools

SAP/Ariba

Job description

Over deze vacature

The Engineering & Maintenance Department Administrator provides comprehensive administrative and coordination support to ensure the efficient operation of the department. This role facilitates communication, documentation, planning, and reporting activities — enabling the engineering and maintenance team to focus on technical and operational excellence.

Your Role

Administrative Support

• Provide day-to-day administrative support to the Engineering & Maintenance team, including managing calendars, meetings, schedules, correspondence, reports, presentations, and meeting minutes.
• Act as the first point of contact with suppliers and contractors to coordinate activities (e.g. annual maintenance contracts, PO-related issues).
• Issue requests for quotations and receive/review quotations in full alignment with the team.
• Create Purchase Requisitions in SAP/Ariba and follow up with the purchasing department on PO status, invoicing, and supplier complaints or escalations.
• Review spare parts availability and issues in SAP, following up on the complete ordering process, and participate in quarterly stock counts.
• Create IDH entries and equipment numbers in SAP.
• Maintain organized filing systems (digital and physical) for technical and administrative documents, ensuring confidentiality of sensitive information. - Verify technician working hours confirmation related to work orders.
• Support invoice processing and coordination with the finance department.

Coordination & Communication

• Act as the coordination point between Engineering, Maintenance, Procurement, Finance, and other relevant departments.
• Manage internal and external communication with vendors, contractors, and service providers.
• Follow up on action items, deadlines, and deliverables across departments.

Project & Maintenance Support

• Support project planning activities, timelines, and documentation.
• Assist in organizing maintenance schedules, shutdowns, and contractor visits.
• Track progress of ongoing projects and maintenance activities.

Your Qualifications

• Qualifications & Experience
• MBO or HBO education in Administration, Technical Business Administration, Facility Management, or Logistics.
• 5–7 years of experience in an administrative role, preferably in engineering, maintenance, or an industrial environment. -
• Experience with ERP systems (SAP/Ariba preferred) is an advantage.

Skills & Competencies

• Strong organizational and time management skills with high attention to detail.
• Good communication and coordination skills across multiple departments.
• Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
• Fluency in Dutch and English is mandatory.
• Ability to manage multiple priorities effectively.
• Basic understanding of engineering/maintenance terminology is a plus.

Personal Attributes

• Proactive, self-motivated, and reliable.
• Able to work independently as well as collaboratively in a team.
• Service-minded and adaptable in a dynamic environment.

Benefits

• Flexible work schedule with flexible hours, hybrid work, and remote work for up to 30 days per year
• Various national and international growth opportunities
• Global wellness standards with health and preventive care programs
• Gender-neutral parental leave of at least 8 weeks
• Employee stock plan with voluntary investment and matching Henkel shares
• Pension fund
• Disability insurance
• Health insurance
• Cafeteria

At Henkel, we all come from different backgrounds and have different perspectives and life experiences. We believe that the uniqueness of all our employees is our greatest strength. Join the team and bring your uniqueness to us! Everyone is welcome to apply, regardless of origin, culture, religion, sexual orientation, disability, or age.