Office & Culture Manager

42workspace; Rotterdam; On-site; EUR 34,000 - 48,000; Full time

Job summary

HelloPrint in Rotterdam is seeking an Office & Events Coordinator who will be the beating heart of our office. You’ll lead a small team, keep the office running smoothly, and ensure events and meetings shine—from concept to cleanup.

You’ll coordinate with leadership and manage day-to-day admin and supplier relations to create a welcoming, efficient workplace. You’ll handle facilities, safety, travel arrangements, and front-desk duties, ensuring every guest experiences the HelloPrint vibe.

Responsibilities

• Lead Workspot Happiness (2 FTE) and office operations in Rotterdam, coordinating lunch, cleanliness, and general office functioning.
• Manage facilities and safety, act as point of contact for landlord, and handle related contracts for cars, housing, hotels, and amenities.
• Organise HelloPrint events, meetings, and special moments from concept to cleanup, including budgeting, venues, and day-of execution.
• Plan strategy days and trips—booking flights, hotels, and meeting venues that are distinctive.
• Maintain tight admin: expense reports, subscriptions, invoices, and office policies, with budget awareness.
• Welcome visitors at the front desk, provide tours, handle parcels and mail, and liaise with IT when issues arise.
• Propose and implement office layout and design improvements, handling planning, quotes, and supplier coordination.
• Look after HelloPrinters' celebrations and moments, ensuring they are noticed and appreciated.

Job description

This isn't a role where you just refill the coffee. You're the beating heart of our Rotterdam office: the first face guests see, the person who makes our events unforgettable, and the one who turns "wouldn't it be great if..." into something real. You think it through and you make it happen. Every phase, start to finish.

What you'll do:

• You lead Workspot Happiness (2 FTE). At HelloPrint we work together in the office every day to bring out the best in each other. We serve a fresh, healthy lunch daily, keep the office clean and stocked, and make sure everything works. You'll take office management to the next level, together with Hans (CEO) and Lizzy (VP of People).
• You handle facilities and keep the office safe. You're the point of contact for the landlord and manage all facility operations for our building. That includes the company car, apartments, hotel arrangements, and every contract that comes with them.
• You organise our HelloPrint events, meetings and special moments. From concept to clean-up. Budget, venue, planning and execution on the day. The vibe has to be right and you focus on every detail.
• You make sure strategy days and trips run flawlessly. Flights, hotels, stays and finding meeting venues that are genuinely special.
• You keep the admin tight. Expense reports, subscriptions, invoices and office policy. You manage budgets and know what we're spending before anyone asks.
• You're the front door and first line. You welcome guests, give tours, take in parcels and distribute post. Every visitor immediately feels what HelloPrint is about. When something gets stuck with IT, you're the first point of contact: you know how a printer works and when to
• You make the office better. You come with ideas for layout and design and you execute them: planning, quotes, suppliers, or a quick trip to IKEA yourself.
• You look after HelloPrinters. Birthdays, anniversaries, new arrivals, gifts. You make sure the moments that matter get noticed.

This role needs a broader range. Think: a Season Prep Night in two weeks, a trip that still needs booking, a new colleague without a laptop, a stack of invoices, and a guest at the door. When something goes wrong, everyone notices. When it goes right, it looks effortless. That's the job.

Who we're looking for:

You're sharp on details without ever losing the overview. You sense what an event or meeting needs to be truly great, and you hold yourself (and everything you organise) to a high standard. "Good enough" isn't good enough for you. You keep multiple balls in the air effortlessly, communicate clearly with everyone from delivery drivers to the CEO, and bring positive energy even when the schedule flips at the last minute. You're trustworthy: you see expense reports, invoices and sometimes sensitive information and it stays with you