Office Manager

Open 31d

Start date: ASAP
Working conditions: Onsite
Work location: Hoofddorp, NL

The Office Manager is responsible for leading the company's administrative function and ensuring the efficient delivery of office and workplace services across the organization. The role oversees office administration, facilities, vendors, insurance, assets, and compliance to support the company's sales, warehousing, and distribution operations across Europe. In addition, the Office Manager has direct responsibility for the management of company vehicles and company apartments while driving operational efficiency and continuous improvement.

Strategic Administration

Develop and execute administrative strategies aligned with business growth and operational needs.
Lead continuous improvement initiatives to enhance administrative efficiency, service quality, and employee experience.
Support company expansion projects, including office relocation, warehouse expansion, workplace planning, and facility optimization.
Identify opportunities to streamline administrative processes through digitalization and best practices.

Office & Administrative Management

Lead and oversee the company's administrative operations and ensure consistent, high-quality administrative services.
Establish, implement, and continuously improve administrative policies, procedures, and service standards.
Supervise the Administration team by setting priorities, allocating resources, monitoring performance, and ensuring effective service delivery.
Ensure administrative support for all business functions through effective delegation and coordination.
Review and approve administrative requests, expenditures, and service arrangements within delegated authority.
Oversee the planning and coordination of business travel, meetings, company events, customer visits, and visitor arrangements, with execution carried out by the Administration team.
Monitor service quality and implement continuous improvement initiatives.

Cross-functional Collaboration

Partner closely with HR, Finance, Supply Chain, Sales, IT, and Warehouse teams to support business operations.
Act as the primary point of contact for administrative matters across multiple departments.
Coordinate administrative support for company-wide projects and operational initiatives.
Collaborate with headquarters and regional offices to ensure consistent administrative standards and effective communication.

Facility & Workplace Management

Oversee the management of office and warehouse facilities to ensure safe, efficient, and well-maintained workplaces.
Direct the Administration team and external service providers in delivering facility management, maintenance, cleaning, security, and workplace services.
Manage relationships with landlords, property management companies, and key facility service providers.
Provide management oversight for office renovations, warehouse improvements, and workplace optimization projects.
Ensure compliance with workplace health, safety, environmental, and security requirements.

Vendor & Procurement Management

Lead the management of external vendors, contractors, and service providers for administrative and facility-related services.
Oversee supplier selection, quotation review, contract negotiations, and vendor performance evaluations.
Ensure cost-effective procurement while maintaining high service quality.
Build and maintain long-term partnerships with key suppliers.

Insurance Management

Manage the company's insurance programs, including property, vehicle, public liability, employer's liability, and other applicable insurance policies.
Coordinate policy renewals, coverage reviews, and insurance claims with brokers and insurance providers.
Maintain accurate insurance records and ensure adequate coverage for company assets and operations.
Work closely with Finance, HR, and external insurance partners to minimize operational risks and support business continuity.

Asset, Fleet & Company Apartment Management

Oversee the company's fixed asset management system and ensure accurate asset records are maintained by the Administration team.
Take direct responsibility for the administration of the company's vehicle fleet, including vehicle allocation, leasing, registration, insurance, maintenance, renewal planning, and coordination with external service providers.
Take direct responsibility for the management of company apartments, including lease administration, occupancy arrangements, maintenance coordination, furniture and appliance management, and relationships with landlords and property management companies.
Ensure company vehicles and apartments are managed efficiently, cost-effectively, and in compliance with company policies.
Monitor asset utilization and recommend continuous improvement initiatives.

Budget & Cost Control

Prepare and manage the annual Administration budget.
Monitor administrative expenses and identify opportunities for cost optimization.
Review and approve invoices related to administrative services and monitor service contracts.
Deliver cost-saving initiatives without compromising operational effectiveness or service quality.

Compliance & Risk Management

Ensure administrative operations comply with company policies and all applicable local laws and regulations.
Oversee the maintenance of administrative records, contracts, licenses, and corporate documentation.
Support internal and external audits related to administrative functions.
Coordinate business continuity planning and emergency response procedures for office and warehouse facilities.
Promote workplace safety and ensure compliance with Health & Safety requirements.

Team Leadership

Lead, coach, develop, and motivate the Administration team.
Establish departmental objectives, KPIs, and service standards.
Conduct performance reviews and support employee development and succession planning.
Foster a collaborative, customer-focused, and continuous improvement culture.
Build a high-performing Administration team capable of supporting the company's long-term growth.

Bachelor's degree in Business Administration, Management, or a related discipline.
Minimum 5 years of experience in administration, office management, facility management, or corporate services.
At least 1 years of leadership experience.
Experience in an international trading, distribution, logistics, manufacturing, or supply chain environment is highly preferred.
Strong knowledge of office administration, facility management, vendor management, insurance administration, and budget control.
Excellent leadership, organizational, project management, and problem-solving skills.
Strong communication, negotiation, and stakeholder management abilities.
Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
Experience with ERP systems is an advantage.
Fluent in written and spoken English and Chinese, Dutch is a plus.

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