Administrative Specialist

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 Administrative Specialist, you will complement Evelien, our all-round administrator.  Your primary focus will be on running the People & Operations admin processes in very close collaboration with the People Lead and Ops Lead. Additionally, you will support the finance & accounting activities (as backup) and contribute to efficient office operations .

We look for someone who is detail-oriented, collaborative, and committed to fostering efficient & effective company processes.

Tasks and responsibilities 

Operations admin 

As Operations admin you will maintain internal processes and leverage our ERP system (Odoo) to 

• Place orders at suppliers and follow-up for on time delivery
• Take ownership over shipments
• Support in stock management and general admin tasks within Operations

People admin
As People Admin you will ensure smooth operations across the complete Employee Journey, you will

• Maintain accurate employee records and manage employee administration
• Own payroll administration and fleet and liaise with our external partners
• Act as the first point of contact for employee queries regarding People/HR matters. Take ownership over cases, ensuring a smooth process for all crew members.
• Support in the recruitment process and coordinate the onboarding administration, ensuring new hires are smoothly integrated into the company processes.
• Support  HR compliance efforts & projects
• Support the People Lead and collaborate to improve  HR/People processes and systems. From updating and implementing new tools and processes to co-creating our automation / agentic transformation. 

Furthermore, you will act as the back-up for Finance administration and support general office operations.

Who you are 

Must-have skills

• Strong administrative skills with the ability to manage multiple tasks efficiently
• Knowledge of People/HR processes, payroll systems, and compliance practices
• Excellent communication and interpersonal skills, with the ability to engage with various stakeholders
• Accounting fundamentals
• Fluent in Dutch & English, any other languages are a plus
  

Nice-to-have skills

• Experience with ERP-software, familiarity with Odoo is a plus
• Previous experience in a fast-paced administrative role, ideally in a tech or scale-up environment

What we offer 

• Part time (80%-90%) offer with a competitive salary package.
• International environment in a disruptive scale-up with opportunities to grow.
• Early riser or night owl? Either way, you'll fit right in our flexible working hours system.
• Office-first culture, with an office in beautiful Ghent (Belgium).
• Collaborative, transparent, and fun-loving office culture.
• Team events and quarterly offsite.
• 32 days of vacation (pro rata)