Administrative Support

Excited to work for a key Belgian player in the energy landscape? The Belgian and European energy landscape is in full swing. Did you know that Elia Belgium plays a crucial role in this? As part of Elia Group, a European transmission system operator, Elia Belgium ensures the reliability and sustainability of the electricity supply in our country. Side‑by‑side with your talented colleagues, you will play a part in building a sustainable, green and reliable energy infrastructure that stimulates economic growth and reduces our ecological footprint. Only together can we make the biggest impact possible We believe in the power of diversity we are convinced that an inclusive and diverse work environment leads to more innovation, creativity and better results.

Administrative Support – Permits South

Function

The role in question will be based in the Permits and Authorisations South Unit within the Grid Relations department of the Grid Solutions division. The role entails providing technical and administrative assistance for the preparation and compilation of administrative files for authorisations and permits (including planning, environmental and single permits), as well as the entry, management and monitoring of databases.

• The preparation and compilation of administrative files for authorisations and/or permits, and their submission to and follow‑up with the relevant authorities (environmental permits, single permits, combined permits, town planning permits, state land authorisations, nature/heritage authorisations, etc.), primarily for the Walloon Region and, where applicable, the Brussels Region, as well as at federal level (road‑use permits, declarations of public utility), working in close collaboration with the technical departments Program Management, Assets and the Grid Relations department.
• Monitoring administrative procedures both before and after permits have been granted (including recording in the relevant register).
• Entering data relating to granted permits into the database (SAP), and managing and monitoring this database (particularly within the context of ensuring compliance with environmental measures under an Energy Management Strategy (EMS) system (and more specifically ISO 14001)), as well as coordinating content provided by various internal stakeholders at Elia.
• Drafting official correspondence of the highest standard in terms of both form and content, in order to provide the relevant authorities and third parties with an appropriate response.
• Establishing the necessary contacts, both internally with the various departments within Elia (such as the infrastructure teams, the Property department, the Legal department, etc.) and with our external contacts (collaboration with our subcontractors, architects and the various local authorities, road authorities, etc.) to ensure the best possible follow‑up of the applications submitted.
• Attending certain internal meetings, in consultation with project managers and our planning permission expert, in order to identify the planning permissions required to carry out the projects and to ensure the planning and completeness of the relevant applications.
• Attending certain internal meetings and initiatives, in consultation with the regional manager, to identify and work towards improving internal processes to ensure optimum and efficient submission of permit amendments, thereby ensuring the completeness of such applications and their long‑term compliance with town planning and environmental regulations.
• Managing and updating databases relating to various authorisations and permits ensuring information is accurate, making documents available on the department’s server, and filing and archiving these documents (permits, official correspondence, agreements, etc.) so that the information is accessible to the whole team and other relevant departments.
• Providing administrative support to the Permits and Authorisations managers throughout all pre‑application procedures, the preparation of the permit application and the execution of the works.

Your Profile

• You hold a bachelor’s degree or have equivalent experience (case manager)
• You have at least two years’ professional experience
• You have knowledge of environmental coordination or equivalent experience
• Knowledge of environmental and town planning legislation, backed by relevant experience, would be an asset
• You have good database management skills (SAP) or are willing to acquire them, having already demonstrated an aptitude for and openness to this type of skill (e.g., entering data into a database, monitoring it, etc.)
• You are interested in technical matters
• You are French‑speaking and preferably have a good knowledge of Dutch or are willing to learn Dutch.
• You have strong writing skills
• You are methodical, organised and thoroug