Temporary Administrator and Office Coordinator

Municipality
Rotterdam
Education
HBO
Hours per week
36 hours
Contract type
Tijdelijk
Salary indication
€2,800-3,300
Vacancy number
#1AV0096000

About the job

About the job

Are you the enthusiastic and organized colleague we are looking for? Do you have an affinity with Office/Facilities Management and making sure that the daily operation runs smoothly?

For one of our clients, we are looking for a full time Administrator & Office Coordinator in Rotterdam. This role will develop your skills in Office Management and in some Administrative tasks.

WHAT WILL YOU DO?

Facilities:

  • Coordinate work space logistics for office churn of Rotterdam staff, ensuring seamless moves of staff minimizing disruption.
  • Proactive role in monitoring floorplan changes, desk allocation, thin client, screen or laptop availability, placement and configuration where necessary in collaboration with IT UK and facilities provider. Proactively update floorplan and telephone lists accordingly.
  • Perform facilities inductions for new starters ensuring they are familiar with the services and resources available to support their performance.
  • Build relationships with internal and external suppliers as well as staff of all levels and understand and manage their expectations.
  • Liaise with facilities suppliers on quantities, cost and delivery. Seek cost saving and sustainability opportunities for the business. Purchase all office supplies, stationary and kitchen supplies.
  • Coordination of printers, monitor usage and printer supplies. Supporting role between internal IT facilities provider and external printer supplier on printer and badge problems.
  • First point of contact for daily staff queries/malfunctions regarding office and kitchen facilities i.e. printers, badges, coffee machine, Quooker, cleaning services etc. and ensure maintenance and repairs are performed within the service levels agreed.
  • Opening and distributing incoming post. Monitoring outgoing post and courier shipments with focus on correct service, answering postal queries from facilities providers and suppliers.
    Manage info box and spam unsubscribing, meeting room availability & clashes and assistance in rescheduling.
    Weekly/Monthly reporting of costs and stock levels to the Executive Assistant.

Telephony:

  • Provide professional call handling and telephony services. Process incoming calls & internal call overflow for Rotterdam staff. Responsible for the allocation of new extensions, maintaining & communicating phone lists, coordinating number- handset- phone loop changes. Liaising with external service provider on programming, problems and changes to the system.
  • Source and purchase stock of mobile phones and SIM’s, support with initial handset configuration of new phones in collaboration with IT UK department, deal with mobile enquiries & coordinate repairs for all mobile users.
  • Coordinate work space logistics for office churn of Rotterdam staff, ensuring seamless moves of staff minimizing disruption.
  • Proactive role in monitoring floorplan changes, desk allocation, thin client, screen or laptop availability, placement and configuration where necessary in collaboration with IT UK and facilities provider.
  • Proactively update floorplan and telephone lists accordingly.
  • Perform facilities inductions for new starters ensuring they are familiar with the services and resources available to support their performance.
  • Build relationships with internal and external suppliers as well as staff of all levels and understand and manage their expectations.
  • Liaise with facilities suppliers on quantities, cost and delivery. Seek cost saving and sustainability opportunities for the business. Purchase all office supplies, stationary and kitchen supplies.
  • Coordination of printers, monitor usage and printer supplies. Supporting role between internal IT facilities provider and external printer supplier on printer and badge problems.
  • First point of contact for daily staff queries/malfunctions regarding office and kitchen facilities i.e. printers, badges, coffee machine, Quooker, cleaning services etc. and ensure maintenance and repairs are performed within the service levels agreed.
  • Opening and distributing incoming post. Monitoring outgoing post and courier shipments with focus on correct service, answering postal queries from facilities providers and suppliers.
  • Manage info box and spam unsubscribing, meeting room availability & clashes and assistance in rescheduling.
  • Weekly/Monthly reporting of costs and stock levels to the Executive Assistant

Projects:

  • Support the Executive Assistant on projects relating to facilities issues, refurbishment, improvement of work processes, efficiency and cost saving.
  • Support the HR department with work overflow and projects.

Purchase orders & invoice processing:

  • Create all purchase orders raised by the Rotterdam, Warsaw and Paris teams through SAP for payment by finance. Support the finance department with improvements to the PO procedure and actively share knowledge of the process with team members.
  • Track cost of office related purchases and submit related invoices for approval by the Executive Assistant.

Meetings:

  • Independently plan and organise team meetings and events including internal communication, sourcing suppliers and catering services.

For more information please send an email to Ritsa Paraskevopoulou Wanga to ritsa.paraskevopoulou@unique.nl

What we offer

  • Work hours based on 36 hours p/w , possible to work 4 days (32 hours).
  • Temporary position based on 6 months contract via Unique.
  • Start date immediately .
  • Work type place: Hybrid
  • A salary between €2800,- and €3300,- per month based on 36 hours per week, depending on experience and education.
  • Access to an online training portal with more than 130 training courses for your personal and professional development.

Job requirements

  • Fluent in English/Dutch (verbal and writing), another language is a plus.
  • Ability to prioritise tasks and work within specified deadlines.
  • Ability to work within a team as well as on own initiative.
  • Ability to work under pressure with minimum supervision at times.
  • Numerate and able to deal with financial data.
  • Good planning & organising skills.
  • Good communication and interpersonal skills
  • Ability to build relationships and work within a multinational team.
  • Professional, friendly and service minded telephone manner.
  • Project Management skills.
  • Minimum of Higher Secondary Vocational Education (MBO+) in Office or Facilities Management.
  • Minimum of 3 years previous experience in a multidisciplinary office or facilities management role.
  • Proven working knowledge of SAP and PO processing essential
  • Excellent knowledge of Outlook, Word and Excel.

About the company

We manufacture 350 different food and drink products responsibly sourced and enjoyed by consumers every day. None of this would be possible without striving to be an employer of choice, where our colleagues are proud to represent our business.

Apply direct

Job information

Unique Uitzendbureau Rotterdam Blaak

Blaak 6
3011 TA Rotterdam

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