Office Administrator

About the job

We are a leading global brand dedicated to creating Smart, Helpful, and Bold baby gear since 2007. As our business continues to grow, we are seeking a proactive Office Administrator (m/f/d) to join our team on a full-time, 12-month fixed-term contract.

The Office Administrator serves as the primary support for office operations and administrative functions in the Netherlands. This role is responsible for ensuring a professional, efficient, and well-organized workplace environment while overseeing office administration, facilities coordination, vendor management, executive support, and employee experience initiatives.

The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing a broad range of administrative and workplace responsibilities in a fast-paced international environment. Success in this role requires strong cross-cultural awareness, the ability to work effectively with diverse international stakeholders, and experience supporting teams across multiple regions and time zones. Prior experience within a multinational organization is highly desirable, and proficiency in additional languages is a plus.

What you'll do

Office Administration & Facilities

• Serve as the primary point of contact for all day-to-day office operations.
• Manage office supplies, equipment, inventories, and vendor relationships.
• Coordinate facility maintenance, repairs, cleaning services, and workplace support activities.
• Oversee office security, access management, visitor registration, and reception processes.
• Ensure compliance with workplace health and safety requirements.
• Coordinate office moves, seating arrangements, workspace planning, and office setup projects.
• Ensure meeting rooms, common areas, and office facilities are maintained to a high professional standard.
• Manage incoming and outgoing mail, courier services, and office logistics.
• Support procurement activities and maintain relationships with external service providers.

Executive & Administrative Support

• Provide administrative support to local leadership and visiting executives.
• Coordinate calendars, meetings, conference room bookings, and business appointments.
• Prepare reports, presentations, correspondence, and business documentation as needed.
• Arrange domestic and international business travel, accommodations, and itineraries.
• Support expense reporting and administrative recordkeeping.
• Maintain office records, document management systems, and retention practices.

Employee Experience & Workplace Culture

• Coordinate employee engagement initiatives, office activities, and team-building events.
• Organize company celebrations, cultural events, and employee recognition activities.
• Support internal communications related to workplace updates and office programs.
• Act as a trusted point of contact for employee administrative and workplace-related inquiries.
• Foster a welcoming, professional, and inclusive office environment for employees and visitors.

Vendor & Stakeholder Management

• Manage relationships with office vendors, landlords, building management, and service providers.
• Monitor service quality, address operational issues, and support contract renewals.
• Coordinate with regional and global teams on workplace initiatives and office projects.
• Assist with budget tracking and invoice processing for office-related expenditures.

Administrative Support

• Prepare reports, presentations, and correspondence as needed.
• Support travel arrangements and expense administration when required.
• Assist leadership with calendar coordination and administrative tasks.
• Manage local records retention and document management practices.

What you'll bring

Required

• 3+ years of experience in office administration, executive support, workplace operations, or a related administrative role.
• Strong organizational skills with exceptional attention to detail.
• Experience managing multiple priorities in a fast-paced environment.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams).
• Excellent written and verbal communication skills in English.
• Ability to handle confidential information with professionalism and discretion.
• Strong interpersonal and customer service skills.

Preferred

• Experience supporting an international or multinational organization.
• Prior experience within a multinational organization is highly desirable, and proficiency in additional languages is a plus.
• Mandarin Chinese language proficiency.
• Dutch language proficiency.
• Experience coordinating office facilities, workplace services, and vendor relationships.
• Knowledge of Dutch workplace health and safety requirements.
• Degree or certification in Business Administration, Office Management, Hospitality Management, or a related field.

Key Competencies

• Strong customer-service mindset
• Excellent interpersonal and relationship-building skills
• High level of professionalism, integrity, and confidentiality
• Proactive problem-solving ability
• Adaptability and flexibility
• Strong organizational and planning skills
• Effective communication and collaboration
• Attention to detail and accuracy
• Cultural awareness and ability to work in a multicultural environment

What You’ll Get

• Competitive Compensation Package: Attractive compensation package to ensure your well-being.
• Dynamic Global Environment: Gain hands-on experience in a rapidly growing international company, with exposure to global best practices.
• Diverse & Supportive Team: Collaborate with a talented, multicultural team and learn from a wide range of professional backgrounds.
• Professional Development: Grow your skills and career with the fast expanding company.

Equal Opportunity Statement:

We are committed to creating a diverse and inclusive workplace. We welcome applications from all qualified candidates and make employment decisions without regard to race, color, religion, gender, sexual orientation, age, disability, national origin, or any other protected characteristic under applicable law.