Contracting Administrative Assistant

HeadFirst Group; Hoofddorp; On-site; EUR 33,000 - 45,000; Full time

Benefits offered by this job

Hybrid working (60/40)

Pension plan

Possible annual bonus

27 vacation days per year

Internet allowance

Home office support

Job summary

HeadFirst Group in Hoofddorp is seeking an experienced Contracting Administrative Assistant to support the Contracting & Compliance team. You’ll help ensure contracts are drafted correctly, files are complete, and processes comply with laws and regulations.

You’ll manage the contract lifecycle from onboarding to amendments and terminations, coordinate time tracking, invoicing, and payments, and serve as a key contact for recruiters, suppliers, professionals, and clients.

Qualifications

• Experience with contract management or administration is a plus.
• Strong attention to detail and organizational skills.
• Ability to manage deadlines and multiple cases.
• Excellent Dutch and good English language skills.

Responsibilities

• Manage the entire contract lifecycle from onboarding to changes, renewals and terminations.
• Draft, review and process contracts in vendor management systems such as Striive and Nétive.
• Verify files and documents are complete, accurate and compliant.
• Monitor deadlines and ensure timely processing of contracts and amendments.
• Coordinate follow-up processes like time tracking, payroll processing and invoicing.
• Answer questions from recruiters, suppliers, professionals and clients about contracts and compliance.
• Provide advice on contract types and applicable laws and regulations.
• Identify risks and discuss with Legal, HR, Finance or Risk & Compliance as needed.
• Monitor data quality and contribute ideas for process improvement and automation.

Skills

Contract management

Administrative processes

Attention to detail

Analytical mind

Time management

Coordination

English communication

Education

Higher professional education (HBO)

Tools

Striive

Nétive

Job description

Contracting Administrative Assistant

Hoofddorp, North Holland, Netherlands

€ 3,000–4,000

32 - 40 hours

Do you ensure that contracts are in order, processes run smoothly, and external professionals can get to work without any worries?

Do you find structure, contract management, and the careful organization of administrative processes energizing? Are you detail-oriented, analytical, and do you enjoy interacting with colleagues, suppliers, professionals, and clients on a daily basis? Then this is your next challenge.

As a Contract Manager–also known as a Contracting Administrative Assistant—you’ll be part of our Contracting & Compliance team. Together, you’ll ensure that thousands of external professionals can start and continue working with our clients without any issues. You’ll make sure that contracts are drafted correctly, files are complete, and processes comply with applicable laws and regulations.

You’ll combine contract management with administrative responsibilities. With your attention to detail, service-oriented approach, and understanding of processes, you’ll ensure that everything is handled at the right time and in the right way.

Your Impact as a Contract Manager

As a Contract Manager, you serve as a key link between professionals, suppliers, clients, and internal colleagues. Thanks to your work, external professionals can get to work without any worries, and all parties involved know exactly where they stand.

You are responsible for the entire contract lifecycle—from onboarding and contract drafting to amendments, renewals, and terminations. You monitor the quality of contracts, keep files up to date, and ensure that follow-up processes such as time tracking, invoicing, and payments run smoothly.

In addition, you’ll serve as a key point of contact for questions regarding contracts, compliance, and laws and regulations. You’ll assist colleagues and other stakeholders with practical questions, help brainstorm solutions, and identify potential risks before they become problems.

Because laws and regulations governing the hiring of external staff are constantly evolving, you’ll have plenty of opportunities to further expand your knowledge. This will allow you to continue developing your expertise as a specialist in contract management, contracting, and compliance.

What will you do?

At HeadFirst x Impellam, we process thousands of contracts for external professionals every year. That makes your work both important and varied. You ensure that the contract management process is carried out properly from start to finish and that all parties involved can rely on one another.

Your responsibilities will include, among other things:

• Manage the entire contract lifecycle, from onboarding to changes, renewals, and terminations.
• Drafting, reviewing, and processing contracts within vendor management systems such as Striive and Nétive.
• Verify that contracts, files, and documentation are complete, accurate, and compliant.
• Monitoring deadlines and ensuring that contracts and amendments are processed in a timely manner.
• Coordinating follow-up processes, such as time tracking, payroll processing, and invoicing.
• Answering questions from recruiters, suppliers, professionals, and clients regarding contracts, procedures, and compliance.
• Provide advice on contract types and the application of relevant laws and regulations.
• Identify legal, operational, and compliance risks and discuss them with colleagues in Legal, HR, Finance, or Risk & Compliance as needed.
• Monitoring quality and data quality within our systems.
• Contribute ideas on process improvement, standardization, and further automation within Contracting.

This is what you get from us

• Salary that matches your experience: You will receive a salary range that matches your knowledge and experience.
• Vacation pay and days off: You will receive 8.33% vacation pay and are entitled to 27 vacation days per year based on full-time employment.
• Hybrid working: We support hybrid working and apply a 60/40 split, whereby full-time employees spend three days at the office and two days working from home.
• Premium-free pension: We pay your entire pension premium. This means you accrue pension without having to contribute to it yourself.
• Performance bonus: Depending on your performance and that of HeadFirst Group, you may receive an annual bonus of one or two months' salary.
• Monthly extras: You will receive a monthly allowance for internet, a vitality budget, a contribution towards lunch, and support in setting up your home office.

What we expect from you

Who are you?

You’re the kind of person who likes to make sure things are well organized. You maintain a clear overview, work meticulously, and enjoy coordinating various tasks and priorities. At the same time, you’re not afraid to ask questions, take responsibility, and contribute ideas on how to streamline processes.

You don’t have to know everything right away. A good understanding of administrative processes, contract management, or outsourcing is a plus, but we value your attention to detail, sense of responsibility, and curiosity just as much.

In addition, you recognize yourself in the following:

• You have a higher vocational education (HBO) level of work and thinking.
• You have an excellent command of Dutch and can get by well in English.
• You work with precision and have an eye for detail.
• You are service‑oriented and communicate easily with a variety of audiences.
• You have an analytical mind and are able to identify potential risks in a timely manner.
• You're good at managing deadlines and handling multiple cases at the same time.
• You enjoy contributing ideas on how to make processes smarter, more efficient, and more customer-focused.
• Experience with contract management, contract administration, vendor management systems, Striive, or Nétive is a plus, but not required.

Why this position?

At HeadFirst x Impellam, you don’t just work on contracts. You directly contribute to a streamlined process for deploying external professionals at leading organizations in the government and private sectors.

As part of the Contracting & Compliance team, you’ll work alongside colleagues who support one another, share knowledge, and are constantly looking for ways to improve processes. You’ll have a lot of responsibility for your own cases, but you’ll never be on your own.

In addition, this role offers plenty of opportunities for personal growth. You’ll gain expertise in contract management, employment law, compliance, and external staffing, and you’ll have the opportunity to actively contribute to the digitization and automation of our services.

Whether you already have experience as a Contract Manager or are looking to make the transition to contracting from an administrative role, at HeadFirst x Impellam you’ll have the opportunity to further develop your skills and make a real impact.

Not only by ensuring that contracts are accurate, but also by making our services a little better every day.

Do you have a question?

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