Office and Operations Support

Job Summary

The Office and Operations Support plays a key role in ensuring the smooth day-to-day operation of the office and supporting effective business operations. Acting as a central point of coordination between employees, management, and external partners, this role is responsible for managing office processes, providing administrative and operational support to management, and ensuring an efficient, well-organized, and welcoming work environment.

Main Responsibilities

The responsibilities and authority stated below are always subject to company policy.

Office Management:

• Manage office supplies and inventory, ensuring availability for all employees, and proactively restocking as needed.
• Maintain relationships with external vendors for office maintenance, cleaning services, repairs, and other facility needs.
• Serve as key contact for building management, parking, and security-related matters.
• Oversee the general upkeep of the office, ensuring all spaces are clean, organized, and conducive to productivity.
• Act as the primary point of contact for all office-related inquiries and requests, resolving issues in a timely manner.
• Monitor and support compliance with internal office policies, health & safety guidelines, and local facility regulations.
• Identify opportunities to streamline office and administrative processes and propose improvements.
• Develop and implement office procedures to improve efficiency and workflow.
• Ensure the functionality and maintenance of office equipment such as printers, coffee machines, and meeting room technology.
• Coordinate with IT when needed to resolve basic technical issues in the office.
• Support implementation of new tools or systems related to office or operations management.

Administrative Support:

• Manage travel arrangements for staff and management, including booking flights, hotels, and local transportation.
• Handle complex travel itineraries and ensure travel policies are followed.
• Prepare basic operational reports or overviews (e.g. office costs, vendor performance, travel spend trends).
• Support in organizing both internal and external meetings, including sending invites, preparing agendas, and arranging technical support if needed.
• Responsible for planning and coordinating team events, company celebrations, and social activities.
• Welcome and assist guests, ensuring a professional and positive first impression.
• Manage incoming and outgoing mail and deliveries, including courier services for urgent shipments.
• Maintain accurate records of office expenses and assist with budget tracking for office operations.

Staff and Management Support:

• Provide proactive calendar and scheduling support to staff and management, including coordinating meetings with external parties such as banks, regional offices, and group entities, by independently arranging dates and times based on calendar availability.
• Escalate recurring issues proactively and suggest improvements or solutions.
• Provide comprehensive support to staff and management, assisting with document preparation, filing, and data entry.
• Coordinate conference room bookings, ensuring facilities are appropriately prepared.
• Assist in organizing training sessions, workshops, and company presentations.
• Collaborate with HR to support onboarding processes by preparing workspaces, IT equipment, and welcome materials for new employees.
• Act as a point of contact for staff inquiries related to office operations and logistics.
• Contribute to a positive employee experience by anticipating needs and continuously improving service levels.

Qualifications & Skills

• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication skills and a customer-focused mindset.
• Proficiency in Microsoft Office 365 (Word, Excel, Outlook, PowerPoint) and other administrative tools.
• Proactive, solution-oriented, and able to anticipate the needs of the office and staff.
• Awareness of and respect for cultural differences in a multicultural environment.

• English is the business language, employee must have good verbal and written English skills.
• Dutch and Japanese language skills an advantage.

Experience

• Experience in office management, administrative support, or a similar role
• Experience working in a multicultural environment

Personal Attributes

• Adaptability in a multicultural environment.
• Strong organisational and time management skills
• Attention to detail
• Self-motivated
• The ability to build relationships
• Flexibility and a positive attitude are key to success in this position