Job Title: Administrative Support Service (EXACT Support Employee)Department: Health, Safety, Sustainability & Environment (H&S Governance)
Reporting to: EXACT Business Owner / ESPOC Coordinator
Location: Brussels (Empereur)
About the Role
The EXACT Support Employee ensures the smooth daily operation of the EXACT platform and supports the ESPOC process. This role focuses on maintaining high data quality, facilitating compliance with safety and security standards, and improving user experience for contractors. You will process requests, manage tickets, enhance system structure, and contribute to continuous improvement initiatives.
Key Responsibilities
1. Operational Support & Request Processing
* Verify and assess contractor information, including personal data, identity proofs, and BA4/BA5 certificates.
* Communicate with contractors to resolve ambiguities or missing information.
* Process applications for new companies in EXACT.
* Record decisions accurately and communicate outcomes in a timely manner.
2. Mailbox & Ticket Follow-up
* Manage the ESPOC mailbox and respond to incoming requests.
* Create, track, and close tickets while providing feedback to applicants and internal stakeholders.
* Identify recurring problems and suggest improvements.
3. Database & System Improvement
* Contribute to optimizing database structure and logic.
* Enhance filter management, data quality, and overall user experience.
* Provide a fresh perspective to implement practical improvement proposals.
4. Documentation & Knowledge Retention
* Develop user manuals and procedural documentation for EXACT and ESPOC.
* Document existing workarounds and support standardization of processes.
5. Contractor Website & User Experience
* Improve website structure, navigation, and clarity of content.
* Create tools, FAQs, and step-by-step guidance for new and existing contractors.
6. Continuous Improvement
* Proactively identify risks, inefficiencies, and opportunities for improvement.
* Support change management initiatives and optimization projects.
Required Competencies
Knowledge & Skills
* Strong administrative accuracy and attention to detail.
* Basic IT affinity and experience with databases, ticketing, or workflow tools.
* Ability to quickly understand and apply procedures.
* Strong written communication skills in Dutch and/or French (English is a plus).
Personal Attributes
* Analytical, structured, and solution-oriented.
* Customer-focused and communicative, even in challenging situations.
* Discreet and careful with confidential information.
* Capable of working independently and collaboratively within a team.
Languages
* Dutch and/or French required; English is a plus.
Employment Conditions
* Location: Brussels (Empereur)
* Non-EU candidates must hold a valid work permit and residence permit for Belgium.
Why This Role is Appealing
* Innovative Energy Project
* Focus on Well-being: Work in a culture that prioritizes your health, development, and satisfaction.
* Diverse Team: Join a passionate, inclusive, and knowledge-sharing team driving sustainable change