Office Administrator

Red Bear Tech; Groningen; Hybrid; EUR 28,000 - 38,000; Full time

Job summary

Red Bear Tech is seeking an organized Office Administrator to ensure smooth day-to-day operations and provide essential administrative support to the Business Development team.

You will coordinate office facilities, organise company events, and help maintain a professional and welcoming environment for employees, clients, and visitors. The role requires proactive multitasking and excellent attention to detail.

Qualifications

• Previous experience in an office administration or office management role.
• Experience coordinating meetings and events.
• Experience supporting multiple stakeholders in a busy office environment.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• Professional and confident manner when dealing with clients and colleagues.
• Excellent attention to detail.
• Ability to prioritise multiple tasks effectively.
• Strong customer service skills.
• Good problem-solving ability.
• Ability to work independently and as part of a team.
• Experience using Microsoft Office or Google Workspace applications.
• Experience using collaboration platforms such as Jira, or similar (desirable).
• Fluent in Dutch.

Responsibilities

• Manage daily office operations to maintain a safe, clean, organized and efficient working environment.
• Act as first point of contact for visitors, contractors and deliveries.
• Maintain office supplies, merchandise, stationery and refreshments; ensure stock levels.
• Review supplier agreements and seek cost savings through vendor management and process optimization.
• Coordinate office & managed apartment key holding and facilities with external suppliers.
• Manage meeting rooms, calendars and shared resources.
• Support health and safety arrangements including inspections and noticeboards.
• Coordinate fire drills and safety training with H&S.
• Assist onboarding for new employees including workspace prep and merchandise.
• Support company policies related to office administration and facilities.
• Populate/update company events calendar and documentation.

Skills

Organisational skills

Time management

Communication skills

Customer service

Multitasking

Attention to detail

Teamwork

Proactivity

Dutch language fluency

Problem-solving

Microsoft Office

Google Workspace

Jira

Tools

Microsoft Office

Google Workspace

Jira

Job description

The Office Administrator is responsible for ensuring the efficient day-to-day operation of the office while providing high-quality administrative support across the business, with a particular focus on supporting the Business Development team. The role will coordinate office facilities, organise company events, and help maintain a professional and welcoming working environment for employees, clients, and visitors.

This position requires an organised, proactive individual who can effectively manage multiple priorities while maintaining excellent attention to detail and delivering exceptional customer service. The Office Administrator plays a crucial role in fostering a positive workplace culture and ensuring that all associated processes run seamlessly.

• Previous experience in an office administration or office management role.
• Experience coordinating meetings and events.
• Experience supporting multiple stakeholders in a busy office environment.
• Excellent organisational and time management skills.
• Strong written and verbal communication skills.
• Professional and confident manner when dealing with clients and colleagues.
• Excellent attention to detail.
• Ability to prioritise multiple tasks effectively.
• Strong customer service skills.
• Good problem-solving ability.
• Ability to work independently and as part of a team.
• Experience using Microsoft Office or Google Workspace applications.
• Experience using collaboration platforms such as Jira, or similar (desirable).
• Fluent in Dutch.

Office & Managed Apartment Coordination

• Manage the daily operations of the office to ensure a safe, clean, organised and efficient working environment.
• Act as the first point of contact for visitors, contractors and deliveries.
• Maintain office supplies, merchandise, stationery and refreshments, ensuring adequate stock levels.
• Review current supplier agreements and re-negotiate terms where possible. Track cost savings through improved vendor management, process optimization, and reduced operational overheads.
• Coordinate office & managed apartment key holding and maintenance, repairs and facilities management with external suppliers (This task may be out of hours on occasion).
• Manage meeting rooms, office calendars and shared resources.
• Support office health and safety arrangements, including coordinating inspections and maintaining office noticeboards.
• Work with H&S to coordinate regular fire drills and safety training: ensure everyone is familiar with evacuation routes and emergency protocols.
• Assist with onboarding arrangements for new employees, including workspace preparation, office inductions and merchandise allocation.
• Support company policies relating to office administration and facilities.
• Populate and update company events calendar and associated documentation

Events Planning & Coordination

• Assist in the planning and execution of company events, and other special activities, ensuring all logistical details are managed.
• Assist with customer hospitality arrangements and client visits.
• Manage event schedules, invitations and attendee communications.
• Coordinate venue bookings, travel arrangements, catering and accommodation in conjunction with the Travel Team, where required.
• Evaluate events and capture feedback to support continuous improvement.

Administrative Support

• Provide administrative support to the departments within the Business Development Team, in line with the needs of the business.
• Answer incoming telephone calls and direct enquiries appropriately.
• Monitor shared inboxes and distribute correspondence.
• Prepare meeting agendas, minutes and action trackers where required.
• Assist with company communications and internal announcements.
• Maintain confidentiality when handling sensitive business information.
• Contribute to continuous improvement of administrative processes.
• Maintain document templates and ensure Business Development documentation is current.
• Carry out development and maintenance of company intranet, including new initiatives to encourage use as a central information repository.