Administration & Operations Coordinator

Ferrovial; Amsterdam; Hybrid; EUR 36,000 - 60,000; Full time

Job summary

Ferrovial in Amsterdam seeks an Administration & Operations Coordinator to provide high-quality administrative, financial and logistical support at our Amsterdam headquarters. The role supports senior executives and contributes to the smooth day-to-day operation of the office and the wider team.

Key responsibilities include executive support, purchasing, invoicing, supplier management, inventory control and event logistics.

Qualifications

• Fluent English and professional proficiency in Dutch; Spanish is an asset.
• Confident user of Microsoft Office; familiarity with other digital workplace and administrative tools is an advantage.
• Experience in office administration, executive support, invoice handling, purchasing, supplier coordination or a comparable operational role is preferred.
• Strong organizational and time-management skills, with the ability to manage changing priorities.
• High level of accuracy, attention to detail, responsibility and discretion.
• Clear and effective written and verbal communication skills.
• Customer-oriented mindset, flexibility and a proactive approach to problem solving.

Responsibilities

• Provide day-to-day executive and administrative support to senior executives and management.
• Monitor office purchases, invoices and coordinate with accounting and corporate operations teams.
• Maintain office inventory and manage supplies, catering and stock levels.
• Identify, coordinate and monitor supplier relationships and service delivery.
• Arrange meetings, room preparation, catering and documentation for senior-level events.
• Welcome visitors, manage reception and ensure meeting rooms are organized and prepared.

Skills

Fluent English

Dutch language

MS Office

Time management

Communication skills

Job description

Join Ferrovial: Where Innovation Meets Opportunity

Are you ready to elevate your career with a global leader in infrastructure solving complex problems and generating a positive outcome on people’s lives? At Ferrovial, we are not just a company; we are a community of innovators and trailblazers. Ferrovial is also leading the development of the New Terminal One at JFK International Airport. Ferrovial shares trade under the ticker symbol FER on two stock markets: Nasdaq in the U.S. (Nasdaq100 Index) and the Spanish Stock Exchanges (IBEX 35). Ferrovial is included in globally recognized sustainability indices such as the Dow Jones Best-in-Class Index. We operate in more than 15 countries and have a workforce of over 22,000 professionals worldwide. Ferrovial’s activity is carried out through our business units, including Highways, Airports, Construction, and Energy.

Our Corporate organization oversees business activities, providing strategic planning, communication, legal, finance and human resources services to the business units. As a member of our corporate organization, you will have a broad view of our company, further supporting your career development.

Why Ferrovial?

• Global presence, local impact: Be part of a company that is shaping the future of infrastructure worldwide, with challenging roles and projects that make a real difference.
• Collaborative excellence: Work alongside talented professionals in a collaborative environment where your ideas and contributions are valued.
• Inclusive Culture:Thrive in an innovative and respectful workplace that values every voice, celebrates what makes us unique and turns differences into innovation.
• Career growth: Benefit from global and cross-business unit mobility, with development processes designed to ensure your professional growth.
• Compelling benefits and employee wellbeing: Enjoy a comprehensive benefits package that rewards your hard work and dedication and take advantage of initiatives designed to support your physical and psychological health.
• Productivity tools: Utilize cutting-edge tools like Microsoft Copilot to enhance your productivity and efficiency.

Job Description:

About the role

We are seeking an Administration & Operations Coordinator to provide high-quality administrative, financial and logistical support at our Amsterdam headquarters.

The role supports senior executives, including members of the Management Committee, while contributing to the smooth day-to-day operation of the office and supporting the wider office team.

Key Responsabilities

• Executive and administrative support
  • Provide day-to-day administrative support to senior executives and relevant members of the management team.
  • Circulate documents for signature and prepare printed or digital materials for meetings. Maintain effective coordination with executive assistants and secretarial teams supporting key senior stakeholders.
• Financial administration and purchasing
  • Monitor and coordinate regular office purchases, including office supplies, consumables, groceries and other items required for normal office operations.
  • Manage office-related invoices and coordinate their review, processing and timely reporting with the Accounting and Corporate Operations teams.
  • Monitor the administrative mailboxes used for general office requests and invoice handling.
  • Manage the assigned corporate payment method responsibly and maintain accurate supporting documentation.
• Office inventory and supplies
  • Maintain a complete inventory of office materials, equipment and consumables.
  • Perform periodic stock checks, update inventory records and report replenishment needs.
  • Ensure essential office and catering supplies remain available and are ordered in a timely manner.
• Supplier management
  • Identify, source and assess suppliers within the scope of the role.
  • Coordinate day-to-day supplier relationships, monitor service delivery and follow up on quality or operational issues.
  • Maintain clear ownership of assigned services and support the avoidance of duplicated orders or responsibilities.
• Meetings and internal events
  • Provide logistical support for Board, Management Committee and Executive Committee meetings, including room preparation, catering, documentation and other operational requirements.
  • Coordinate preparations and provide on-site support throughout senior-level meetings and events.
  • Assist with the organization of internal employee events and office activities.Handle cafeteria and catering requests that support internal events and daily office operations.
• Reception and workplace operations
  • Act as a welcoming first point of contact for visitors and manage visitor access to the office.
  • Answer incoming telephone calls and direct enquiries appropriately.
  • Oversee the meeting-room reservation system and ensure rooms are available, prepared and ready for use.
  • Maintain the organization and presentation of meeting rooms and shared cafeteria areas throughout the day and at closing.
  • Provide general office support and act as backup to the Office Manager during daily operations and periods of absence.

Qualifications

• Fluent English and professional proficiency in Dutch; Spanish is an asset.
• Confident user of Microsoft Office; familiarity with other digital workplace and administrative tools is an advantage.
• Experience in office administration, executive support, invoice handling, purchasing, supplier coordination or a comparable operational role is preferred.
• Strong organizational and time-management skills, with the ability to manage changing priorities.
• High level of accuracy, attention to detail, responsibility and discretion.
• Clear and effective written and verbal communication skills.
• Customer-oriented mindset, flexibility and a proactive approach to problem solving.

Working arrangement

• Availability to work a minimum of 32 hours per week, Monday to Friday.
• Full on-site presence at the Amsterdam Zuid office is required.

Seize the challenge. Move the world together! Innovative, creative, respectful, and diverse are some of the ways we describe ourselves. We are motivated by challenges, and we collaborate across our business units to move the world together. Your journey to a fulfilling career starts here!

Ferrovial is an equal opportunity employer. We treat all jobs applications equally, regardless of gender, color, race, ethnicity, religion, national origin, age, disability, pregnancy, sexual orientation, gender identity and expression, covered veteran status or protected genetic information (each, a “Protected Class”), or any other protected class in accordance with applicable laws.

#WeAreFerrovial