Office Administrator - 6 months' contract

Hawksford; Amsterdam; Hybrid; EUR 23,000 - 36,000; Full time

Job summary

Hawksford's Netherlands office seeks an organised Office Administrator for a 6 months' contract to ensure smooth front-of-house and day-to-day operations. You will greet visitors, manage calls, and maintain office presentation with proactive support across facilities.

Coordinate internal meetings, arrange catering and room setups, and assist with supplies, post handling, and client payment administration when required. Dutch language skills are desirable; English is essential.

Qualifications

• Previous experience in an office administrator, receptionist, team assistant, facilities coordination or similar role.
• Experience arranging and coordinating internal and external meetings, including room bookings, refreshments and visitor arrangements.
• Strong written and verbal communication in English; Dutch language skills are highly desirable.

Responsibilities

• Welcome clients, visitors, suppliers and colleagues in a warm, professional manner.
• Answer calls and redirect enquiries professionally.
• Maintain presentation of reception, meeting rooms, kitchens and common areas.
• Coordinate internal meetings, room bookings and refreshments.
• Handle office consumables, post and supplies; support day-to-day operations.
• Assist with client payments administration where required.
• Record time and support management with office-related tasks.

Skills

Front-of-house

Meetings coordination

Office administration

Communication

Discretion & confidentiality

Time management

Job description

Office Administrator - 6 months' contract, Group

To provide a professional front-of-house, office administration and coordination service for the Hawksford’s Netherlands office, ensuring visitors, colleagues, meetings and day-to-day office operations are supported efficiently, consistently and to a high standard.

Reception, visitors and office presentation

• Welcome clients, visitors, suppliers and colleagues in a warm, professional and helpful manner.
• Answer incoming telephone calls and handle or redirect enquiries in a professional manner.
• Maintain the professional presentation of reception areas, meeting rooms, kitchens, shared spaces and general office areas.

Meetings

• Coordinate internal meetings, including room bookings.
• Coordinate refreshments, catering and room set-up for meetings, client visits and office events.

Office administration and facilities

• Monitor, order and maintain office consumables, stationery, refreshments and other supplies to support the effective day-to-day operation of the office.
• Process incoming and outgoing post.
• Assist with the administration and processing of client payments where required.
• Coordinate practical office issues, escalating where appropriate and following through to resolution.

Professional standards and ways of working

• Communicate clearly and professionally, both verbally and in writing.
• Handle confidential, business-sensitive, people-related and project information with discretion and sound judgement.
• Remain dependable, organised and proactive, with a positive approach to changing priorities.
• Record time on the Company’s time recording system where required, ensuring narratives are clear and accurate.
• Undertake any other duties that management may reasonably require.
  

The successful candidate must have:

• Previous experience in an office administrator, receptionist, team assistant, facilities coordination or similar office support role.
• Experience arranging and coordinating internal and external meetings, including room bookings, refreshments, catering and visitor arrangements.
• Strong written and verbal communication skills in English, with the confidence to engage professionally with senior stakeholders, clients, colleagues and suppliers.
• Dutch language skills are highly desirable.
• Highly organised, accurate and able to prioritise effectively in a busy office environment.
• Practical, proactive and comfortable taking ownership of day-to-day office administration and facilities-related tasks.
• A positive, collaborative and service-led approach, with strong attention to detail and high personal standards.