Contracting Assistant

Contracting Assistant

Vandemoortele

Ghent, Belgium

Your role

As a Contracting Assistant Raw Materials (part-time, 80%) you follow up and settle concluded purchase and sales contracts, both financially and qualitatively, so that all contracts are executed correctly and on time. You will work in our HQ in Ghent.

Your key responsibilities

• Contract management and follow-up:
  • You review contracts from the previous day and ensure all required information (e.g. reference numbers) is complete and accurate;
  • You monitor and manage DocuSign contracts, ensuring timely and correct processing;
  • You follow up on contracts in our in-house system and SAP, working closely with the production plants and making adjustments where needed;
  • You settle crude oil contracts, including circle, wash out, and string transactions.
• Invoicing and supplier support:
  • You prepare and submit invoices for further processing by the accounting department;
  • You actively follow up on invoicing and contact suppliers in case of incorrect or disputed invoices;
  • You ensure a smooth month-end closing by respecting deadlines and system requirements related to invoices, purchase orders and other documentation;
  • You coordinate contracts and purchase orders (POs) with the production plants;
  • You handle a wide range of administrative queries from suppliers and ensure timely follow-up.

Are you the one we’re looking for?

• You have a bachelor’s degree. A similar first experience is a plus;
• A high level of accuracy, structured working methods, and a strong sense of responsibility are essential;
• You can work autonomously and like to take initiative in getting things done;
• You are stress resistant, pragmatic and proactive;
• You are a team player and strong communicator;
• You are fluent in English, Dutch and French are a big plus;
• You have a basic knowledge of MS Office.