The Office Assistant provides support on all levels of the organization and contributes significantly to the effective running of the organization. The team is responsible for coordinating all operational activities in order to have a smooth-running office. You work closely together with our HR and IT teams.
You are a manager of many things, first point of contact for joiners and visitors and contact person for our Amsterdam as well as international colleagues. Hospitality is part of your DNA and you like structure and are accurate. Having any previous experience in Facility Management is helpful.
A look into your working day:
You start your day with a quick scan of the office making sure all is set for another busy day followed by a (virtual) check in with the rest of the team.
At 09.30 hrs.: you have 2 joiners waiting and together with IT you provide them with all necessary information and equipment. After a warm welcome you give them a short tour around our brand-new office and introduce our Hybrid way of working. You arrange a desk and monitor for the home office set up. When returning to your desk you see people from the mailroom who need some assistance as a large package has arrived. Must be the large package our Marketing department has been waiting for.
After lunch you will work on some administrative tasks and make sure necessary documents get signed.
14.00 hrs.: TEAMS call – your marketing colleagues need your support preparing a business event in Europe. Quickly need to book my ticket!
15.00 hrs.: have another look at some of the emails that came in, update our Facility Manual and make sure all is ready for another day.
The position is based in Amsterdam as part of a team of 4 Office Managers and reports to the Facility Manager. In this role you liaise with different departments as well as different international stake/shareholders.
• Support the MT team with agenda and booking/organization of trips;
• Responsible for all facility activities;
• Involved in (customer) events from planning to execution;
• Coordinate the document signing process;
• Coordinating postal and courier services;
• Responsible for internal communication;
• Respond to requests and e-mails and take the necessary actions;
• Create purchase orders and verify payment.