Documentation Administrative Assistant [26150]

HE Space is a successful international space company, specialised in providing managed services and human resources to the international space sector for over 40 years.

We hire space experts all over Europe across the whole spectrum of space-related activities, from engineering to science, software development, operations, marketing, finance and administration. Our employees contribute towards a wide range of groundbreaking space programmes including Galileo and Copernicus, ExoMars, Iris2, ESA BASS, ESA GSPT, LISA Pathfinder, Euclid, the Ariane and Vega launchers as well as the International Space Station.

HE Space has joined forces with CS Group and Sopra Steria to lead the engineering and digital space market in Europe and to provide highly skilled consulting.

We are passionate about people and invest in you to support the development of the European space industry.

Procurement and Contract Administration

Records and Information Management

- Manage documents, records, and digital archives.
- Maintain databases, reporting files, and tracking systems.
- Monitor shared mailboxes and coordinate responses.
- Prepare reports and maintain operational records.

Documentation and Records Management

- Provide classified documentation support.
- Manage, maintain, and archive sensitive and classified records.
- Ensure proper handling and tracking of documentation.
- Maintain document repositories and filing systems.
- Support document lifecycle management processes.

Configuration and Documentation Management

- Support configuration management activities.
- Maintain configuration records and associated documentation.
- Ensure documentation is accurate, complete, and up to date.
- Track changes and updates to controlled documentation.
- Support document control and configuration management processes.
- Contribute to compliance with organizational documentation standards.

Please note: This role is subject to security clearance requirements.

Responsibilities

Support publication of tender notices, contract award notices, and contract modifications.; Manage procurement and contract documentation.; Maintain procurement records and filing systems.; Monitor procurement-related mailboxes and requests.; Maintain and update procurement-related databases and lists.; Perform administrative documentation checks.

Requirements

4 years of experience in business or public administration.; Excellent coordination and stakeholder management abilities.; Experience with document and records management.; Ability to manage multiple priorities and deadlines.; Strong communication and customer-service orientation.; Proficiency with digital collaboration tools and office applications.; Attention to detail and accuracy in handling documentation and records.; Ability to work across multidisciplinary teams including finance, HR, procurement, ICT, and engineering functions.