Office Services Coordinator

We are seeking a full-time, office-based Office Services Coordinator to join our team in Rotterdam. If you want an exciting career where you use your previous expertise in Facilities and have a strong desire to develop and grow your career even further, then this is the opportunity for you.

• Coordinate facility renovation/improvement/relocation projects for our Rotterdam office;
• Is responsible for office reception area, being the point of contact for office visitors, clients and associates;
• Supports administration of company vehicle fleet, inclusive of registrations, insurance, invoicing and other related tasks;
• Assists in the coordination and organization of meetings, events and appointments for all groups within the office, as requested;
• Work with HR and IT to welcome and onboard new starters to the Rotterdam office;
• Ensure routine and preventative maintenance activities are scheduled, completed and documented in the work order system;
• Develop and maintain strong relationships with service vendors and landlords to ensure efficient maintenance of building and grounds;
• Organize desk and office assignments and flexible office arrangements;
• Coordinate administrative services including mail distribution, shipping and receiving, supply inventory, and front-line office support including reception;
• Contribute to our Health & Safety program across EMEA as well as support the overall department as we build this program;
• Coordination of Environmental regulations and local compliance;
• Use internal facilities management software to manage planned and reactive maintenance tasks;
• Under direction of the Finance function, support local invoice flow and coordinate expenses submissions; responsible for receiving and managing incoming invoices using internal finance/invoice management systems when required;
• Provide reporting and information for country budget planning for facilities related costs;
• May be responsible for other projects and responsibilities as assigned;
• Happy to work autonomously with remote management.

• Minimum of 2 years facilities coordinator experience or 3 plus years of office administrator;
• A good understanding of Dutch health and Safety regulations for the workplace;
• Good knowledge in Health and Safety, Risk Assessments, HVAC systems, project management and emergency procedures (considered as a plus);
• Communication, negotiation and relationship-building skills;
• Proactive attitude and the ability to ‘make things happen’;
• Attention to detail;
• Team-oriented and skilled in working within a collaborative environment;
• Very good command of English & Dutch.