An organization is looking for an independent administrative freelancer to provide weekly support for daily administration, personnel planning, invoicing, and practical follow-up on-site. You are proactive, monitor deadlines, and ensure the correct completion of files, schedules, invoices, and agreements. You work in a structured and independent manner, while communicating smoothly with colleagues, employees, clients, suppliers, and external partners. Flexibility is important within a small team.
Experience with invoicing, personnel administration, planning, and general administrative follow-up is a strong asset. You don't need to be an accountant, but you must be able to work well with numbers, invoices, payments, and administrative controls. Additionally, you will support the practical organization of deliveries and tastings for another company, with a sense for planning and coordination between parties.
The role is primarily executive and supportive; ultimate responsibility for commercial decisions, large projects, offers, and operational planning remains with the internal managers.
What you will do. Planning & personnel administration:
- Contacting, scheduling, and following up on employees and open shifts.
- Processing and checking hours of permanent and flexible employees.
- Administrative monthly processing of permanent contracts.
- Supporting personnel planning for large projects, in collaboration with fixed partners.
- Supporting the follow-up and updating of kitchen planning.
Accounting & invoicing:
- Processing incoming invoices.
- Preparing outgoing invoices and credit notes.
- Processing and checking cash receipts.
- Following up on outstanding invoices and payments.
- Checking for any double payments.
- General administrative follow-up of accounting.
Small projects:
- Following up on phone calls and mailboxes.
- Requesting and processing missing information from clients.
- Preparing and completing kitchen vouchers.
- Supporting the preparation of basic offers.
- Processing and following up on orders.
- Administratively preparing and completing project files.
Large projects & events – supportive:
- Administrative support for preparing and following up on offers.
- Administratively following up on orders for beverages and other specific event supplies.
- Following up on orders.
- Supporting the preparation of staff distribution.
- Collecting and clearly bundling quantities, agreements, and practical information for the project team.
Deliveries & invoicing (for another company):
- Management and administrative follow-up of deliveries to stores.
- Preparing delivery notes.
- Preparing and following up on invoicing.
- Following up on outstanding invoices and payments.
- Checking for correct alignment between deliveries, delivery notes, and invoices.
Sales support (for another company):
- Collecting and communicating confirmations, hours, and practical information to relevant employees.
- General administrative support for sales where needed.
- Ensuring smooth practical organization and follow-up, while commercial contacts and agreements remain the responsibility of sales.
Profile
- Works independently and responsibly.
- Very accurate and organized.
- Quickly identifies when information is missing or needs follow-up.
- Administratively strong and proficient with numbers.
- Experience with invoicing and general accounting administration.
- Can plan effectively and manage multiple deadlines simultaneously.
- Communicates professionally and friendly via email and phone.
- Fluent and professional in Dutch, both verbally and in writing.
- Good knowledge of French is a strong asset.
- Digitally skilled and quickly learns new systems.
- Flexible in handling changing priorities.
- Enjoys working within a small, direct, and informal team.
How to apply
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