Office Manager

Scalis LLC; Utrecht; On-site; EUR 35,000 - 52,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Paid Time Off (PTO)

Paid Holidays

Job summary

Nova Sky Stories in Utrecht is seeking an Office Manager to oversee the studio’s daily operations, coordinate vendors, support IT setup, welcome visitors, and help organize team activities.

The role is hands-on and requires English fluency with Dutch preferred. You’ll work on-site four days per week (32 hours) as part of our global People & Places team to maintain a welcoming, organized workspace.

Qualifications

• 2+ years of experience in office management, facilities coordination, or similar administrative role.
• Strong organizational and time-management skills with the ability to handle multiple priorities.
• Experience coordinating vendors, suppliers, building management, or workplace services.
• Excellent interpersonal and communication skills, professional and service-oriented mindset.
• Proficiency with Google Workspace or Microsoft Office and collaboration tools.
• Ability to work on-site at Utrecht studio for 32 hours per week across four days.

Responsibilities

• Own daily office and facilities operations at the Utrecht studio, ensuring safety, organization, and welcoming spaces.
• Manage vendors, suppliers, and building relationships while monitoring costs and service quality.
• Coordinate workplace safety, fire safety, first aid resources, and ergonomic setups with internal teams and external specialists.
• Support office technology and equipment logistics with IT for laptops, monitors, and access.
• Manage office administration, mail, deliveries, and records; maintain procedures.
• Create a positive studio experience by coordinating team lunches, events, and activities.

Skills

Office management

Vendor coordination

Facilities coordination

Communication skills

Time management

On-site work

English fluency

Dutch preferred

Tools

Google Workspace

Microsoft Office

Job description

At Nova Sky Stories , we empower artists and producers to bring awe and wonder to live audiences around the world. As the global leader in drone entertainment , we’ve been redefining live shows for over a decade—merging cutting-edge drone technology with imaginative artistry.

With a veteran team of engineers and creatives, we design and operate lightweight, small, precise, and safe drones that perform in the most demanding environments—urban centers, extreme temperatures, and high winds. The result? Sky Stories that inspire, captivate, and transform the sky into a canvas of imagination.

Headquartered in the U.S. with teams across Europe and the UAE, Nova Sky Stories works with the world’s leading brands, venues, and events.
Follow us: @NovaSkyStories

About the job

About this role:

Behind every incredible Sky Story is a team of creative minds, and behind every great team is a workplace that keeps everything running smoothly!

We're looking for a proactive, organized, and resourceful Office Manager to help make our Utrecht studio a place where creativity thrives. From keeping the office running seamlessly and coordinating vendors to supporting technology setup, welcoming visitors, and bringing team activities to life, you'll be the go-to person who makes the everyday magic happen behind the scenes.

As part of our global People & Places team, you'll work closely with our Utrecht studio and international colleagues to create a welcoming, organized, and inspiring workplace. This is a hands‑on, varied role where no two days are quite the same. If you love bringing order to a little chaos, anticipating what people need, and finding ways to make everyone's day a little easier, we'd love to meet you!

As an Office Manager, you’ll be responsible for:

• Own daily office and facilities operations , ensuring the Utrecht studio is safe, organized, well-stocked, and welcoming, including oversight of meeting rooms, shared spaces, storage, and general workplace needs.
• Manage vendors, suppliers, and building relationships , coordinating cleaning, maintenance, security, repairs, office services, purchasing, and workplace improvements while monitoring costs and service quality.
• Coordinate workplace safety and facilities requirements , including fire safety, first aid resources, emergency procedures, ergonomic workstations, inspections, and applicable local regulations in partnership with the appropriate internal teams and external specialists.
• Support office technology and equipment logistics by coordinating with IT on laptops, monitors, workstations, system access, equipment inventory, and basic troubleshooting, including practical setup and equipment returns for employees.
• Manage office administration and logistics , including mail, deliveries, meeting room coordination, office records, supplier documentation, contracts, and workplace procedures.
• Create a positive studio experience by welcoming visiting colleagues and clients, coordinating team lunches, celebrations, social gatherings, and other activities that bring the team together.
• Provide logistical support for studio activities and projects , including travel arrangements, accommodations, meeting coordination, catering, materials, scheduling, and general administrative follow‑up.
• Support basic finance and payroll administration , including organizing invoices and receipts, tracking office expenses, maintaining accurate records, and coordinating routine payroll‑related information with the appropriate Finance and People team members.

You’ll need to have:

• 2+ years of experience in office management, facilities coordination, workplace operations, or a similar administrative role.
• Strong organizational and time‑management skills with the ability to independently manage multiple priorities and competing requests.
• Experience coordinating vendors, suppliers, building management, or workplace services.
• Excellent interpersonal and communication skills, with a professional, approachable, and service‑oriented mindset.
• Proficiency with common workplace technology, including Google Workspace or Microsoft Office, shared calendars, spreadsheets, and collaboration tools.
• Strong attention to detail, sound judgment, and the ability to handle company information with discretion.
• Ability to work on‑site at our Utrecht studio for 32 hours per week across four days.
• Fluent in English; Dutch language skills are strongly preferred.

It’s a plus if you have:

• Experience working in a creative studio, design agency, entertainment, technology, or similarly fast‑paced environment.
• Familiarity with Dutch workplace health and safety practices, facilities requirements, or vendor management.
• Experience supporting basic bookkeeping, invoice processing, expense tracking, or purchasing administration.
• Experience coordinating employee events, international visitors, business travel, or team activities.
• Familiarity with basic workplace IT troubleshooting and coordinating equipment or account setup with an IT team.
• Dutch and English language proficiency, particularly for communicating with local vendors and international colleagues.

What defines you?

• Highly Organized: You enjoy creating structure, managing details, and keeping a busy workplace running efficiently.
• Proactive: You recognize what needs attention and take initiative without waiting for instructions.
• Resourceful: You're comfortable finding solutions, coordinating the right people, and working through unexpected challenges.
• Approachable & Service-Minded: You genuinely enjoy supporting others and creating an environment where people feel welcome.
• Reliable & Accountable: You take ownership of your responsibilities and consistently follow through.
• Flexible & Adaptable: You remain calm and effective when priorities shift and plans change.
• Hands-On & Collaborative: You're happy to roll up your sleeves, support the team, and contribute wherever you're needed.

Health Insurance

Vision Insurance

Paid Time Off (PTO)

Paid Holidays