Office Coordinator

Aurora Energy Research; Amsterdam; On-site; EUR 38,000 - 52,000; Full time

Benefits offered by this job

Competitive salary

Retirement plan

YuLife access

Coaching & mentoring

Aurora Academy

EAP

Flexible working

Job summary

Aurora Energy Research is seeking an Office Coordinator to manage our Amsterdam office from a coworking space, coordinating daily operations and moving logistics. You will liaise with vendors, handle supplies, events, and ensure smooth on-site administration.

The role requires a hands-on, proactive approach in a growing professional services environment. You will work closely with the BIO Manager and central teams, using AI tools to improve efficiency while maintaining accuracy and compliance.

Qualifications

• Office/administrative or operational experience in a professional setting.
• Excellent organisational and time management skills.
• Strong written and verbal communication.
• Dutch (C2) and English (C1) language proficiency.
• Proactive, independent on-site work with problem-solving mindset.
• Interest in office moves and coordinating logistics.
• Experience using AI tools to improve workflows.

Responsibilities

• Oversee day-to-day running of the Amsterdam office in a coworking space.
• Liaise with local suppliers and service providers, request quotes, monitor service quality.
• Coordinate relocation logistics with BIO Manager, track timelines and notify staff.
• Organise staff events to foster engagement within a small team.
• Support budget tracking for office operations and process invoices.
• Guide staff on expenses, travel bookings and meeting room usage.
• Act as local contact for office queries with People & Culture, Finance and IT.
• Provide admin support: scheduling, travel, mail/shipping, printing.
• Leverage Aurora AI tools for drafting and research; verify outputs before sharing.

Skills

Team collaboration

Office administration

Organisational skills

Attention to detail

Communication

Independent on-site

Office move projects

AI tools

People focus

IT skills

Dutch fluency

English fluency

Tools

Microsoft Office

Job description

Office Coordinator

Department: Core - Business Infrastructure & Operations

Employment Type: Permanent - Full Time

Location: Amsterdam, Netherlands

Description

We are seeking a highly organised and proactive Office Coordinator to join our Business Infrastructure & Operations (BIO) team and look after the day-to-day running of our Amsterdam office. Initially based in a coworking space, as the BIO professional on-site, you will be the go-to person for a small, close-knit team, liaising with our coworking provider and suppliers, and providing hands-on administrative support. Working closely with the BIO Manager and our regional and central teams, you will help keep the workplace running smoothly. You will also have a key role in the planned move to a new office in the coming months, coordinating activities under the guidance of the BIO Manager.

This role is responsible for helping maintain an efficient and welcoming office environment, coordinating office services, liaising with vendors, and handling key operational tasks such as office supplies, workspace organisation, and event logistics. We are seeking a proactive and detail-oriented individual who enjoys working independently and problem-solving, embraces technology including AI tools to work smarter, and is eager to make a meaningful impact in a professional services environment. The ideal candidate is reliable, adaptable, and comfortable juggling multiple tasks in a growing office where no two days are the same.

This role requires to work fully onsite.

Key Responsibilities

• Look after the day-to-day running of the Amsterdam office within our coworking space, acting as the first point of contact with the coworking provider for access, meeting rooms and maintenance issues, and ensuring staff have the supplies and resources they need to work effectively.
• Liaise with local suppliers and service providers (e.g. coworking provider, catering, couriers and event venues), requesting and comparing quotes, monitoring service quality and flagging issues to the BIO Manager where needed.
• Coordinate the on-the-ground logistics of the upcoming relocation of the Amsterdam office, with guidance and support from the BIO Manager, including tracking move timelines, liaising with suppliers (removals, furniture, IT set-up and building access), keeping staff informed and helping ensure a smooth transition.
• Organise staff events, including socials, offsites and Christmas celebrations, tailored to a smaller team, to foster team engagement, morale and a strong connection with the wider Aurora network.
• Support the BIO Manager with budget tracking for office operations, procurement and local activities, keeping accurate records of spend and processing invoices.
• Help staff follow operational policies and procedures, guiding them on expense management, travel bookings and meeting room usage in line with guidance from central teams.
• Act as the local point of contact for office-related queries, working with teams such as People & Culture, Finance and IT to support office needs, including onboarding logistics for new joiners.
• Provide administrative support as needed, including scheduling meetings, booking travel, handling mail and shipments, and coordinating printing and documentation.
• Use Aurora’s AI tools to work more efficiently on day-to-day tasks, such as drafting communications, researching suppliers and organising information, always checking AI-generated content for accuracy before it is used or shared.

Skills, Knowledge and Expertise

Required attributes:

• A collaborative team player with strong interpersonal skills, a positive attitude, and the ability to build effective relationships at all levels, both internally and with external partners, supporting colleagues in achieving team goals.
• Previous experience in an office, administrative or operational role (e.g. office support, facilities, HR, finance or business administration), with an interest in learning operational best practices and how the wider business operates.
• Excellent organisational, coordination and time management skills, able to manage own workload efficiently to meet deadlines and align tasks with departmental goals and policies.
• Strong attention to detail and accuracy in operational tasks and communications.
• Clear, effective written and verbal communication with a variety of internal and external parties, proactively keeping managers updated, and giving and receiving constructive feedback.
• Proactive and self‑motivated, able to work independently on-site, take initiative and troubleshoot routine issues with confidence, knowing when to elevate to the BIO Manager.
• Interest in getting involved in projects such as an office move, with the ability to keep track of tasks, deadlines and suppliers.
• Comfortable using AI tools to support research, drafting and data organisation, refining prompts to improve results and applying sound judgement when checking outputs, with a commitment to continuous learning.
• A genuine passion for working with people, a strong work ethic, and a willingness to go beyond the defined job description to support the success of the office.
• Excellent IT skills (Word, Excel, Outlook and PowerPoint).
• Written and spoken fluency in Dutch (C2 level).
• Proficiency in English (C1 level).

What we offer

Some of the benefits we include are:

• A fun and collaborative and international work culture
• A competitive salary package
• Retirement Savings Plan
• Access to YuLife
• Access to regular coaching and mentoring sessions and the opportunity to learn from experienced professionals
• Access to the Aurora Academy, our training programme offering a range of opportunities to develop your skills within the responsibilities of your role and within the wider context of the industry
• Access to our Employee Assistance Programme (EAP), offering a complete support network that offers expert advice and compassionate guidance 24/7/365, covering a wide range of personal and professional aspects

At Aurora we will consider all requests for flexible working. For most roles, the following types of flexibility are usually possible: a hybrid model of remote and in-office working, parttime hours and flexible start and finish times. Please talk to us at interview about the flexibility we could offer, and we will explore what is possible for the role.

The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy and maternity.

The successful candidate would start as soon as possible. We will review applications as they are received. Salary will be competitive with experience.