Head of Administration

Octopus Agents; Amsterdam; On-site; EUR 38,000 - 50,000; Full time

Benefits offered by this job

Lunch plan (vegetarian office)

Annual profit share

8% holiday pay

Pension plan

Job summary

Octopus Agents in Amsterdam is seeking a Head of Administration to lead and optimize all administrative and financial processes. You ensure compliant, accurate operations enabling artists, clients and teams to collaborate smoothly, while driving financial management, contracts and digital transformation.

You will manage payroll, VAT and corporate tax coordination, oversee contracts and bookings, implement ERP solutions, and mentor a small team.

Qualifications

• HBO level education in business/administration or related field.
• Experience in managerial administrative or financial roles is preferred (3+ years).
• Excellent command of Dutch and English; other languages are a plus.
• Experience with accounting software, CRM systems and MS Office.

Responsibilities

• Lead and optimize all administrative and financial processes.
• Oversee payroll, invoicing, accounts payable/receivable and general ledger administration.
• Coordinate VAT, corporate tax and annual report with external accountants.
• Manage contracts, bookings and related invoices with promoters and suppliers.
• Drive digital transformation of administrative processes incl. ERP implementations.
• Lead the team and align administrative processes with business objectives.
• Prepare monthly, quarterly and annual reports and provide financial insights.

Skills

Analytical ability

Attention to detail

Strong communication

Organizational skills

Dutch and English fluency

Education

HBO level in business administration or related field

Tools

System One CRM

NMBRS

Microsoft Excel

Job description

To complement our current team, we are looking for a Head of Administration. You are responsible for leading and optimizing all administrative and financial processes within our agency. You ensure efficient, accurate, and compliant administration, enabling artists, clients, and internal teams to collaborate smoothly. You play a key role in financial management, contract handling, and the digital transformation of our processes.

Octopus Agents is an agency that focuses on contemporary electronic dance music. We handle bookings for about 30 acts, mostly worldwide with a team of 10 people. The position on offer is based in Amsterdam. We’re looking for someone who is willing to work from our office.

Activities

Financial Management

Responsible for the complete financial administration, including invoicing, accounts receivable/payable, artist statements and general ledger administration

Preparing and monitoring budgets, financial reports, and cash flow forecasts

Coordinating tax filings (VAT, corporate tax) and collaborating with external accountants for annual report

Managing currency transactions and international payments

Contract and Booking Administration

Overseeing the handling of contracts and invoices with promoters and suppliers.

Ensuring timely and accurate processing of booking agreements in general.

Collaborating with booking assistants and other team members to streamline administrative processes related to bookings

HR Administration

Managing payroll administration, including pay slips, bonuses, pension schemes, and social insurance.

Supporting the recruitment and onboarding of new staff.

Compliance and Risk Management

Ensuring all administrative processes comply within international laws and regulations, such as GDPR, tax laws, and employment laws

Implementing internal controls and procedures to minimize financial and operational risks

Digital Transformation

Leading the digitization of administrative processes, such as the implementation of ERP systems, accounting software

Optimizing workflows for more efficient contract management, invoicing, and reporting

Team Leadership and Communication

Collaborating with other departments to align administrative processes with business objectives

Maintaining relationships with external parties such as tax advisors, insurers and legal advisors

Reporting and Analysis

Preparing monthly, quarterly, and annual reports for management

Analyzing financial data and advising on areas for improvement and growth opportunities

Who are you?

You are crazy about (electronic) music

Strong analytical ability and attention to detail

You communicate a lot, without losing an oversight of multiple ongoing projects and you are able to prioritize where necessary

Excellent organizational capabilities

Knowledge of international tax legislation and contract law is an advantage

You are interested in making the live sector more sustainable

You take responsibility for your actions and are eager to learn

You can work proactively

HBO level (higher professional education), preferably in business administration, accountancy, or related field

Preferably 3 years of experience in a managerial administrative or financial role, preferably in the events or music industry

Experience with accounting software, CRM systems (System One, NMBRS), and Microsoft Office (particularly Excel)

Excellent command of Dutch and English; knowledge of additional languages is a plus.

What do we offer?

Full-time position within the live music sector;

A pleasant, hardworking team and a fun, casual workplace where you will gain a lot of experience and personal initiative is valued

A working place that is connected to an international working field

An employer who encourages and supports expressing ambitions

EUR 38.000-50.000 per year based on experience

23 days off per year plus 2 bonus days

Flexible national holidays

8% holiday pay, pension plan and annual profit share

Lunch plan (vegetarian office)

Brown Eyes Blue Eyes (anti racism training) & DISC profile (professional mapping)

Physical requirements

Ability to look at a screen for extended periods of time. Ability to maintain a professional and flexible demeanour within a fast-paced environment.

Stimulating diversity in abroad sense (ideas, culture, gender, sexual preference, age, class, religion) is an important spearhead for Octopus Agents as a company. We are therefore building a well-balanced workforce, and we need you to do so. For this position, candidates from culturally diverse backgrounds are strongly encouraged to apply. Unfortunately, due to the number of applications and to ensure fairness in the process, there is no possibility to speak to the hiring team before applying. If you have any specific questions, please include these in the cover letter.

Starting date: 1 December 2026