ADMINISTRATIVE ASSISTANT

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Who we are

OTIV is a Ghent-based company leading the autonomous revolution in rail. We are on a mission to increase safety and efficiency of railway operations by teaching rail vehicles to drive autonomously. By making trains more efficient and safer, we actively contribute to a modal shift and a greener future. We bring this vision to life by a unique focus on the most challenging environments such as cities, shunting yards and industrial sites. Thanks to high-profile partners and world-leading clients such as Deutsche Bahn, SNCF Group, ArcelorMittal and CAF we deliver the future of railway operations today.

OTIV is an equal opportunity employer. We are committed to a work environment that supports, inspires, and respects all individuals and in which personnel processes are merit-based and applied without discrimination on the basis of race, color, religion, sex, sexual orientation, gender identity, marital status, age, disability, national or ethnic origin, military service status, citizenship, or other protected characteristic. OTIV strives to create an environment in which all employees feel confident in their ability to bring their authentic selves to work and secure collaborating with colleagues and customers.

What you will do

As an Administrative Assistant to provide support to our team.You are highly motivated and driven to contribute to the success of the team. You will work independently and take ownership of a wide variety of tasks, including bookkeeping and invoice management, as well as HR administration.

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Tasks and responsibilities

• Manage bookkeeping and invoicing, including billing clients, tracking expenses, and maintaining financial records.

• Assist with HR administration, including maintaining employee records, managing benefits, and coordinating employee events.

• Provide administrative support to the team, including calendar management and travel arrangements.

• Ensure office operations run smoothly and efficiently by maintaining office equipment, ordering supplies, and managing vendor relationships.

• Contribute to a positive and collaborative team environment by fostering open communication and participating in team-building activities.

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Who you are

• Bachelor’s degree or equivalent.

• 2+ years of administrative support experience in a fast-paced environment.

• Strong organizational skills and attention to detail.

• Ability to manage multiple projects simultaneously and meet deadlines.

• Excellent communication skills, both written and verbal.

• Proficient in Microsoft Office and Google Suite.

• Experience with bookkeeping and invoicing software.

• Ability to work independently and take ownership of tasks.

• Positive attitude and willingness to contribute to a team-oriented culture.

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What we offer

• Full time offer with competitive salary package.

• International environment in a disruptive start-up with opportunities to grow.

• Early riser or night owl? Either way, you’ll fit right in our flexible working hours system.

• Hybrid working policy, with an office in beautiful Ghent (Belgium).

• Collaborative, transparent, and fun-loving office culture.

• Team events and quarterly offsite.

• 30 days of vacation.

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