Administrative Assistant

Undutchables; Amersfoort; On-site; EUR 32,000 - 52,000; Full time

Job summary

Undutchables is seeking an Administrative Assistant to support HR, Finance and Legal in Amersfoort. The role is office-based, independent, and ensures day-to-day administration runs smoothly across multiple departments.

You will manage calendars, travel, onboarding, records, and HR reports, while coordinating with pension/insurance providers and supporting recruitment efforts. A proactive, confidential approach is essential.

Qualifications

• Experience in HR administration and records management.
• Ability to work independently in an office setting.
• Experience with HR systems such as Oracle HCM and Trakstar Perform.

Responsibilities

• Support HR, Finance and Legal with day-to-day administration.
• Maintain employee records and personnel files accurate and compliant with Dutch requirements.
• Handle onboarding, transfers and departures administration.
• Register holidays and illness and support absence management per Dutch rules.
• Maintain organisation chart, signature logs and monthly FTE overview.
• Provide HR reports and metrics; support performance management processes.
• Coordinate with pension and insurance providers; support recruitment activities.
• Help implement and maintain HR policies and procedures.
• Maintain HR systems: update Oracle HCM and train users.
• Support Finance: assist with invoices, lease contracts and supplier setup in Oracle.
• Provide administrative support for non-commercial contracts, visas and car lease agreements.

Skills

HR support

Administration

Calendar management

Travel coordination

Confidentiality

Tools

Oracle HCM

Trakstar Perform

Job description

As Administrative Assistant you support the HR, Finance and Legal departments with day-to-day administration. This is an individual contributor role, based in the office in Amersfoort. You work independently, keep several things going at once and make sure nothing slips through the cracks.

Responsibilities

HR support

• Manage calendars, organise calls and meetings, and arrange (international) travel
• Screen incoming calls and correspondence
• Keep employee records and personnel files accurate and compliant with legal and company requirements
• Handle administration for onboarding, transfers and departures
• Register holidays and illness, and support absence management in line with Dutch rules on illness, disability and reintegration
• Maintain hardware issuance records (together with Technical Services), signature logs, the organisation chart and a monthly FTE overview (employees, consultants and temps)
• Provide quarterly overviews of personnel changes and prepare HR reports and metrics
• Support the performance management process, including communication, documentation and support for managers and employees
• Coordinate with pension and insurance providers
• Support recruitment: consolidate interview feedback, send invitations and arrange travel and accommodation for candidates
• Help implement and maintain HR policies and procedures

HR systems

• Keep Oracle HCM up to date with employee details and changes, and produce reports for performance cycles
• Maintain the performance management system, they use Trakstar Perform, train new employees and act as the point of contact for questions

Finance

• Support the Senior Director, Finance International
• Be the contact for lease companies and follow up on car orders; flag expiring lease and rental contracts in good time
• Arrange fuel cards, user contracts and German environmental labels for new lease cars
• Prepare monthly and quarterly overviews for audit purposes
• Support invoice processing, including reviewing administrative invoices and setting up new suppliers in Oracle

Legal

• Provide administrative support for non-commercial contracts (including employment contracts), visas and car lease agreements
• Handle all information with strict confidentiality and accuracy