Office Manager

Algemene informatie

Every day we create valuable memories for our guests and stakeholders - across our international portfolio of prime hospitality real estate, encompassing iconic hotels, seaside resorts, glamping and campsites, destination restaurants, buzzing bars and more! And driving it all, behind the scenes, are our support teams.

This role is office-based and involves coordination with various teams and external vendors. Flexibility to adapt to changing priorities and a willingness to handle multiple responsibilities are essential. You enjoy having a highly pragmatic approach and being able to combine general office duties with admin and support duties.

• Creates a welcoming atmosphere for all internal and external guests / team members at the Corporate Office in Amsterdam and ensures the highest level of customer service and communication in a pleasant, clean and safe environment;
• Ensures that the office is well-maintained and ready for day-to-day use (including daily cleaning of coffee machine and clearing dishwashers) and that the office adequately stocked with essential supplies (including ordering of groceries and stationery);
• Act as the first point of contact for office-related issues and resolve them promptly;
• Prepares and sets up the office for internal and external meetings, including preparing IT and AV-equipment;
• Administrator for the landline telephone system, answering calls and managing the generic info mailbox and incoming mail in a professional manner and takes messages accordingly;
• Oversees cleanliness by guiding team members, monitoring the contract cleaners' performance, and maintaining high standards; o Review and follow the established process to raise purchase orders, reconcile invoices, and ensure timely and accurate handling of invoices;
• As a First Aid Response Officer champions the Company's operating policies and protocols at the office including Health & Safety standard operating procedures; o Registers internal team members and external visitors including reserving car parking spaces upon request;
• Looks after distribution of regular/ registered mail and arranging courier services;

Executive Assistant Support

• Provides daily support to the EVP Commercial Affairs with managing calls, scheduling meetings and making travel arrangements, including booking of flights and accommodation;
• Forward looking approach, proactive diary management, planning of meetings and meeting rooms and organising team events;
• Supports with commercial projects and duties as and when required, including creating reports, filing and preparing presentations, raising purchase orders and reconciling invoices;
• General admin and support duties;
• Support with onboarding of new commercial team members;
• Ensures further minor administrative support in absence of PA to CFO & Group Contract Manager

Facility Management

• Represents the company's interest at tenant meetings of HNK (Het Nieuwe Kantoor) and by managing contact with landlord and ground-floor general reception to keep the office-based team members informed);
• Serves as the main point of contact for HNK Central Reception, in-house Catering company and Facility Services (cleaning) company;
• Serves as the main point of contact with any other supplier; including maintaining up-to-date records of administration and invoices.

Social & Culture

• Provides warm welcome programme to new team members and engages with colleagues by facilitating the entire starter/ leaver process in relation to office matters in the Netherlands, including arranging the necessary purchase requisitions or hardware and software, preparing starter-leaver workbooks for systems access, workplace preparations, internal announcements, welcome messaging, induction schedules (including organising of hotel visits);
• Establishes and chairs social committee to lead social activity programmes for the office to create a fun and engaging environment;
• Maintains a detailed log for daily lunches, track requirements, and make necessary arrangements to ensure smooth delivery and availability for the team. Coordinates and arrange external team lunches once a week on Fridays to foster team bonding and enhance workplace camaraderie;
• Assist HR and the Regional Team in planning, organising, and executing company events and parties, ensuring seamless coordination of logistics, schedules, and vendor management including organising Let's Connect Town Hall meetings, the Annual Christmas Event and other Team Member events and parties;

• Organises face-to-face meetings for regional and corporate offices;

The above description is not to be regarded as exhaustive. Other tasks and responsibilities of a broadly comparable nature may be added on a temporary or permanent basis, as appropriate.

• Birthday bonus of €250 (gross, paid in the month of your birthday)
• Competitive salary
• Tasty meal during shift
• Industry pension plan
• 25 days holiday
• 1 extra day off for your wellbeing
• Exciting job opportunities within PPHE Hotel Group across Europe
• Discounted hotel rates (extends to the Radisson Hotel Group worldwide and family & friends)
• 50% F&B discount at our restaurants and bars (for your whole party)
• Travel compensation (max €200 net pm based on full-time employment)
• Recommend a friend scheme (earn up to €750 for each friend who joins us)
• 8% holiday allowance (paid yearly in May)
• Flexible working policy (if applicable)
• Annual company parties and outings
• Exclusive discounts in the employee benefit store (www.personeelsvoordeelwinkel.nl)
• Discount on the collective health insurance from VGZ
• Departmental incentive schemes
• Great (online) Learning & Development opportunities to grow your career
• An advanced onboarding program
• Access to the hotel gym during low peak hours