Office Manager

FAW; Amsterdam; On-site; EUR 45,000 - 48,000; Full time

Benefits offered by this job

On-Target Earnings

25 days holiday + bank holidays

Startup environment

Job summary

FAW Europe, a fast-growing Chinese premium automotive brand, seeks an Office & Facilities Administrator for its Amsterdam HQ. You will ensure a compliant, tidy working HQ, manage onboarding, invoices, and supplier relations, and support HR and finance flow as the team grows.

The role requires 4+ years in office/EA-type roles, strong English, Mandarin, and Dutch is highly preferred. You’ll be the in-building center of gravity, keeping operations smooth for 40–50 staff as the company expands.

Qualifications

• 4+ years in office management or HQ coordination in an international SME.
• Solid English; Mandarin level; Dutch is strongly preferred.
• Experience with HR admin and invoice/PO flow.
• Clear, proactive, discreet communicator.
• Ability to manage multiple tasks and maintain calendars and documents.

Responsibilities

• Office and facility administration: daily office operations, suppliers, and safety.
• Document and data management: contracts, invoices, licences, records.
• Meetings, travel and visitors: arrange travel, visas, hosting, rooms.
• HR administration support: onboarding/offboarding checklists, diaries, records.
• Finance and procurement support: invoice routing and PO processing.
• Ways of working: coordinate with English as working language and Mandarin links.

Skills

Office management

Communication

English & Mandarin

Dutch language knowledge

Travel coordination

Job description

We are a fast-growing Chinese premium automotive and EV brand in the process of establishing and scaling our presence across Europe. FAW Europe runs the commercial and operational platform for Hongqi from a small HQ in Amsterdam. Until Finance, Operations and HR are fully staffed, a lot of repeatable admin has to sit with someone who is in the building every day, who’ll also be our center of gravity in keeping our European HQ vibrant. That is this role: keep the workplace alive, fresh, inviting and usable, keep the paper and the diary moving, and take on-boarding / invoices / purchase orders off the Operations Manager’s back.

It is NOT the Operations Manager, NOT the HR manager, NOT the bookkeeper, and NOT the country Sales Coordinator. When dedicated HR and Finance people arrive, this role stays the office + the first-line admin they can trust and know.

Role Purpose

A compliant, tidy, working HQ: suppliers paid, visitors received, files traceable, people booked on trains/flights/hotels and into the building, and Operations / Finance / HR not rebuilding the same tracker every Monday.

What Success Looks Like (first 6-12 months)

• The floor works: safe, stocked, visitors signed in, printers and meeting rooms usable.
• Contracts, invoices, licences and HR/finance files live in one system, not in inboxes.
• Meetings have an agenda and minutes; travel and visas for HQ and visitors are arranged without last-minute panic.
• New joiners get a desk, badge, laptop path and a personnel file on day one.
• Operations Manager is not the default for toner, leave sheets or “where is that contract”?
• The same set-up still holds when headcount moves from ~20–30 toward 40–50.

KEY RESPONSIBILITIES

1. Office and facility administration

• Day-to-day running of the office: opening rhythm, meeting rooms, kitchen, supplies, post, storage.
• Facilities and equipment: landlord, cleaners, plants, locks/badges, printers, IT closet liaison (IT decisions stay with IT / HQ).
• Suppliers for the building: quotes, orders, delivery, complaints.
• Keep the office compliant and safe: fire exits clear, first-aid kit, BHV list current, visitors signed in.
• Desk plan as the team grows to 40–50 (who sits where, visitors, peak dealer days).

2. Document and data management

• Prepare, register and digitally archive contracts, invoices, licences, corporate documents.
• Filing systems, trackers and simple databases — accurate and current.
• Version control; no “final_v7_really_final” as the only copy.
• Support statutory company records as asked by Finance / management (KvK extracts, insurance certs, lease).
• Confidentiality: personnel and dealer files are not shared chat attachments.

3. Meetings, travel and visitors

• Travel, hotels and visas for HQ colleagues, incoming dealers and China/Europe visitors.
• Front-of-house for dealer days and company events at HQ (badges, catering, room layout).
• Liaise with country coordinators so a Spanish or Italian visitor is not standing at reception with no host.

4. HR administration (support, not HR policy)

• Recruitment admin: managing the pipeline, posting positions, diaries, interview rooms, travel for candidates, welcome packs.
• On-boarding / off-boarding checklist: desk, access, equipment log, EOR / payroll forms routed on time.
• Personnel records and leave administration (register, reminders, not approving policy exceptions).
• Do not decide contracts, salaries, warnings or dismissals.

5. Finance and procurement support

• Invoice intake and routing: correct entity, PO where needed, missing attachments chased.
• Expense claims: completeness check against policy, not approval of the commercial spend.
• Purchase orders and small HQ buys as assigned by the Operations Manager (office, events, standard vendors).
• Help month-end with a clean folder, not with the accounts.
• No bank payments on own authority unless a written dual-control rule says so.

6. Ways of working

• International HQ: English is the working language; Mandarin the easiest connection to the Chinese HQ and Dutch is a real asset with landlord, gemeente and suppliers.
• China & Europe calendars: early/late visitors happen; the office still has to function the next morning.

Required skills, experience & background

• 4+ years as office manager, management assistant, HQ coordinator or similar in an international SME.
• Solid English, comfortable in Mandarin level, Dutch strongly preferred (landlord, inspectors, local vendors).
• Proven mix of facilities + document discipline + travel, plus real exposure to HR admin and invoice/PO flow — not only coffee and calendars.
• Very clear communicator; doesn’t leave room for interpretation, checks if messages are received and understood and makes sure that whatever happens, it’s never going to be due to ‘poor communication’ or ‘misinterpretation’.
• Discreet with salary, visa and company information.
• Calm when China, a dealer and the cleaner all want the same room.
• Based within a workable commute of Amsterdam (office-first role).
• Nice to have; BHV certificate or willingness to take it.

Not this role if

• You want to run HR or Finance.
• You only want a PA seat to one director with no building responsibility.
• 9-5 is your dreamjob

What we offer

• On-Target Earnings, depending on qualification level, in the range of € 44,500.00 to €47,500.00 gross per year, consisting of a competitive fixed base salary plus a yearly 8% performance-based On-Target bonus.
• 25 days holiday + bank holidays.
• The thrills of being part of a successful start-up

A reference and background check will be part of the selection process.