Administration Assistant

Henkel; Scheemda; Hybrid; EUR 42,000 - 64,000; Full time

Benefits offered by this job

Hybrid work

Pension plan

Health insurance

Stock plan

Job summary

Henkel is seeking an Engineering & Maintenance Administrator to provide comprehensive administrative support and coordination for the department. You will manage calendars, supplier interactions, quotations, SAP/Ariba entries, filing, and invoicing coordination.

You will act as a liaison across Engineering, Maintenance, Procurement and Finance, supporting project planning, maintenance schedules and contractor visits. Dutch and English fluency required.

Qualifications

• 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, reports, and meeting minutes.
• Coordinate activities with suppliers and contractors, including maintenance contracts and PO issues.
• Prepare quotations requests and review quotations in alignment with the team.
• Create Purchase Requisitions in SAP/Ariba and track PO status, invoicing and supplier issues.
• Review spare parts in SAP, manage ordering process and assist with stock counts.
• Create IDH entries and equipment numbers in SAP and maintain organized filing systems.
• Verify technician hours related to work orders and support invoice processing.
• Coordinate between Engineering, Maintenance, Procurement, Finance and other departments; manage internal/external communications.
• Support project planning, maintenance schedules, shutdowns, and contractor visits; track progress of projects.

Skills

Organizational skills

Time management

Multidepartment coordination

Microsoft Office

Education

MBO/HBO Administration

Tools

SAP/Ariba

Job description

Over deze vacature

The Engineering & Maintenance DepartmentAdministrator provides comprehensive administrative and coordination support toensure the efficient operation of the department. This role facilitatescommunication, documentation, planning, and reporting activities — enabling theengineering and maintenance team to focus on technical and operationalexcellence.

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.