Career Opportunities: Office Administrator (2246)

Job SUMMARY: 

This position is responsible for overseeing and performing all administrative tasks related to the offices in The Netherlands, particularly providing support to the Finance and Human Resources departments. He/ She is part of the Administrative Team, and acts as a business partner to the rest of the Organization. 

ORGANIZATIONAL FIT: 

This position reports to the Regional Director/ NL Country Manager and collaborates with managers and others throughout the organization. The Office Admin has frequent interactions with all employees and providers of Fall Creek. 

JOB SETTING: 

Full Time Office Settings – Monday to Friday 40 hours per week at the Office in Meterik Limburg 

ESSENTIAL DUTIES:  

Office Administrator (Other duties may be assigned) 

1. Oversee cleaning of Offices as well as manage cleaner 

1. Responsible for stock take and re-ordering of the following: Kitchen Supplies/Coffee Machine, Cleaning Products, Water Refilling/Branded Bottled Water, General Purchases/ Printer/Ink refills / Stationary. 

1. Responsible for the safekeeping of IT Equipment/ Laptop’s/ Cell Phone’s etc. In addition to ensuring that the equipment is returned upon termination of the employee contract.  

1. Capturing & Monitor Staff hours, calendars, holidays and home office agenda’s 

1. Partner with HR to maintain office policies as necessary  

1. Ensure security, integrity, and confidentiality of data 

1. Support HR department in organizing staff training/ courses, team activities, Students Fairs  

1. Responsible for providing orientation and training to new employees (onboarding) 

1. Manage the biannual delivery of uniforms; find suppliers, request quotes, manage orders, keep stock records, receive orders, distribute them, and file documentation in SharePoint. 

1. Support the HR Department, assisting in administrative tasks 

1. Back up Office Admin Spanish when on vacation 

1. Manage Post Office box. 

1. Manage arrangements for the following: 

1. Accommodation for visitors and team members 

1. Shuttle Arrangements & Car hire  

1. Visitors Welcome & lunch preparation with third party 

1. Birthdays/ Team Buildings/ Year End Function 

1. Welcome packs for new hires 

1. Manage and control the Pool Vehicles scheduling, according to the Vehicle Policy. 

1. Oversee preventive and corrective maintenance of facilities, equipment, and systems, in collaboration with the maintenance team 

1. Key Management and Control (office, cars, etc.)   

1. Contact person for Consultants & IT service provider 

1. Manage meeting rooms 

1. Calendar & Admin planning for Regional Director 

1. Contact person in the Netherlands for the global team of executive assistants 

1. Drafting Minutes of meetings if required 

Accounts Clerk (Other duties may be assigned) 

1. Manage vendor business partner data (names, addresses, statutory information, etc.), validate and get approval for new accounts 

1. Maintain audit records of vendor data changes and approvals 

1. Weekly processing of supplier invoices in a timely and accurate manner, including entry of invoices into ERP accounting system 

1. Ensure invoices are correctly allocated in line with Manager’s direction and approval 

1. Ensure invoices are VAT compliant and are authorized via DocuSign 

1. Manage credit cards and expense claims, by ensuring that all invoices are received, audited and check against Company policy  

REQUIRED EDUCATION, KNOWLEDGE, SKILLS AND TRAINING: 

1. Strong verbal and written communication skills in English and Dutch. Spanish will be a plus. Ability to effectively present information in writing and verbally to peers and management.  

1. Certificate and relevant finance and an office administration qualification would be an advantage. 

1. 2 to 3 years’ relevant experience in Office Administration 

1. Solid knowledge and experience working with Microsoft Office Suite 

1. Experience using an ERP system. SAP Business One and NetSuite will be an advantage 

1. Excellent attention to detail and accuracy in data capturing 

1. Ability to prioritize tasks; excellent time management, organizational, and problem-solving skills.  

1. Ability to collaborate with other team members, develop strong relationships, and maintain a positive attitude.  

1. Ability to work both independently with minimal supervision and as part of a team with professionals at all levels.  

1. Ability and willingness to perform the essential functions of the position.  

1. Must demonstrate professional and ethical business practices, adherence to company values, and a commitment to personal and professional development. 

1. Assures the highest level of confidentiality on sensitive matters. 

1. Regular and reliable attendance at the primary place of business. 

1. Own Transport