A small back-office team inside an IT performance management function handles budget, purchasing, contract and invoice administration for IT services. This administrative role focuses on SAP purchase orders and supplier follow-up, using Excel and Microsoft Office to maintain structured files, monthly reports and KPIs.
The mission
The team supports purchasing and supplier accounting for external IT consultants and vendor services, maintaining accurate links between contracts, purchase orders and invoices in SAP. Work feeds into monthly vendor spend reports and year-end closing support, affecting budget visibility across IT operations.
Day-to-day you will create and manage purchase orders in SAP, track supplier responses and follow up on invoice issues that do not match purchase orders or contracts. You will coordinate contract signature steps, prepare documentation for cost controllers during closing, and update dashboards that report on vendor spend and external consultancy costs. The team has a regular on-site day in Brussels and provides initial training with the expectation of fast autonomy.
Your responsibilities
- Create and maintain purchase orders in SAP, ensuring orders are correctly linked to contracts and budget lines, reducing invoice mismatches.
- Drive supplier follow-up, send purchase orders to suppliers and close communication loops so deliveries and invoices are processed on time.
- Investigate and resolve discrepancies between invoices, purchase orders and contracts, escalating to procurement or finance when required.
- Produce and update monthly reports, KPIs and dashboards in Excel that reflect vendor spend, consultant hours and budget consumption.
- Coordinate contract administrative tasks, including signature tracking and ensuring all supporting documents are filed correctly.
- Support cost controllers during year-end closing by preparing reconciliations and structured files for accounts payable review.
Your profile
Essential skills
- Practical experience with SAP, comfortable navigating SAP screens and transaction flows.
- Clear understanding of purchase order processes and how POs relate to contracts and invoices.
- Working knowledge of supplier accounting / accounts payable concepts.
- Strong Excel skills, able to work with existing formulas and structured files.
- Competent with Microsoft Office, especially Word and Outlook for written communication.
- Good written English, with French or Dutch at a communicative level.
- 2+ years in administrative or finance support roles, or equivalent operational experience.
Preferred skills
- Experience with SAP MM / Materials Management.
- Background in purchasing or procurement administration and supplier invoice follow-up.
- Experience supporting cost controllers, budget teams or contract administration.
Languages
- English, B2.
- French, B2 (or) Dutch, B2.
Education
- Bachelor degree or equivalent administrative/operational experience.