Job Details



TAPFIN is looking for highly motivated and flexible individuals who like a challenge and with a healthy sense of curiosity. If you are dedicated to delivering excellence and enjoy learning, this is the job for you. TAPFIN can offer you a wide range of activities in which you can really demonstrate your skills and grow as an individual. We welcome people with a large sense of client oriented, creativity, initiative and affinity with tools.

As an on-site Admin Program Coordinator you will start off by supporting the daily operations at the European Investment Bank.

Depending on your personal evolution, you can grow into a more senior level or expert role (reporting, tooling, vendor management, Engineering & IT expert,… etc).

A Program Coordinator will support the D2D program administrative activities and will act as a SPOC role for general questions & to increase the user’s experience of the different stakeholders
• demonstrating a proactive approach in problem detections
• overlooking the account and demonstrate a good knowledge of the contract’s
• managing change for first line account contacts (new suppliers, Hiring Managers, contractors) by conducting info sessions, trainings and follow-up questions
• working close with the overall team to ensure TAPFIN’s high level of Service level Agreements are achieved and exceeded;

Main Responsibilities

1. Program Coordination

? You will manage the full A-Z admin process of the program.
? You will manage the compliancy check’s
? You will manage the contract extensions, Po’s and administration
? You will manage the on-boarding & off-boarding, including collating documentation, orientation, and other contractor relations issues
? You will create work orders liaising with vendors
? You will ensure contractor compliance documents are tracked, completed and filed as required from the vendor
? You will answer telephones, take messages, and direct incoming calls

2. Timesheet & invoice management

? You are responsible for following standard operating procedures to ensure compliance with the end to end process:
o monitoring and tracking activities
o Including creation of program documentation and user support
? You will provide first line support to clients/vendors/workers for the technology
? You will monitor and follow up timesheet submittal and approval in the technology

3. Client management

? You are the first point of contact for issues and concerns both from client stakeholders and vendors
? You will prepare weekly catch-up meetings in collaboration with the Operational Manager TAPFIN and the Client Program Manager

4. Vendor management

? You will support the suppliers with the input on the requests to succeed the filling hit rates.
? You will conduct evaluations of the suppliers (KPI-performances on invoicing and compliancy, reports,… to ensure proper solid evaluation of the vendor contracting process, to ensure the maximum profitability, as well as quality, of each placement in support of a TAPFIN Expert Matter.
? You will maintain a good relationship will all referenced vendors in the program, on a daily basis e.g. by assisting issue resolution


? Bachelor’s degree or equivalent experience
? 1+ years’ relevant experience in a fast paced, Process & Service oriented working environment
? working a fast paced working or service/solution environment
? Tool minded
? Excellent coordination skills and accurate-process minded
? Multiple language skills French, English

Knowledge of:

? Language knowledge FR & ENG
? Microsoft Office Suite (Excel, PowerPoint, Word, … );
? Knowledge of a HR technology like a Vendor Management Systems is a plus;

Ability to:

? Demonstrate excellent Written and Verbal communication skills – detailed, organized and concise with a professional style;
? Organize, plan, and prioritize work while being flexible to changing needs;
? Creating winning relationships;
? Demonstrate excellent administrative capabilities
? Think proactively and solutions oriented towards clients and candidates
? Positive minded and self-motivated