Office Manager (Part-time)

Jellyfish Group; Amsterdam; Hybrid; EUR 14,000 - 22,000; Part time

Benefits offered by this job

Discretionary annual bonus

Hybrid remote work up to 60%

Job summary

Jellyfish Group in Amsterdam is seeking a part-time Office Manager to maintain a welcoming, efficient, and safe office. The role focuses on daily operations, communications, and culture while supporting HR and facilities.

You will work 14 hours weekly on Tue-Thu mornings, with flexibility to balance personal projects. This 12-month fixed-term contract also features a discretionary annual bonus and a hybrid work setup.

Qualifications

• Availability to work at least three mornings per week from our Amsterdam office, totaling 14 hours weekly.
• At least one year of experience in office management or administrative support, in similar roles.
• Strong time management skills, with the ability to handle multiple tasks and prioritise.
• Familiarity with workplace health and safety requirements and regulatory compliance.
• Empathy and ability to connect with individuals from diverse backgrounds and experiences.
• Collaborate with colleagues to evaluate options and find practical solutions.
• Generate new ideas and experiment with new methods to streamline processes.

Responsibilities

• Manage the daily running of the reception, welcoming visitors, handling calls and mail, and ensuring smooth office operations.
• Ensure the office remains safe, secure, and well-organised by overseeing health and safety compliance, including first aid, fire safety, and maintenance of equipment.
• Plan and organise internal and external events, team socials, client meetings, and company-wide communications, handling scheduling and logistics.
• Support onboarding and offboarding processes, collaborating with HR and IT to ensure employees have equipment and workspace.
• Build and maintain relationships with external service providers and vendors, including cleaning, security, maintenance, and building management.
• Manage meeting room bookings and office space to avoid scheduling conflicts.
• Oversee office supplies, stationery, refreshments, and groceries, tracking stock levels and expenses.
• Coordinate travel and accommodation arrangements when required.
• Register all sick leave on Arbo and also leavers/new joiners.
• Check Arbo weekly for updates from the doctor and submit reports when necessary.
• Manage office mail: scan, review the department involved, maintain confidentiality.
• Manage the office budget, receipts, and purchases.

Skills

Office management

Administrative support

Time management

Regulatory compliance

Empathy

Collaboration

Job description

At Jellyfish, we believe in the power of diverse perspectives and inclusive collaboration. We welcome individuals who excel in collaborative, varied teams and value the unique contributions that each person brings to the table.

Jellyfish is a global digital marketing agency; a unique fusion of tech enthusiasts, creative minds, and media and data experts all united to empower our clients along their digital journey. Our commitment to embracing diverse perspectives fuels our innovation and strategies that challenge the status quo, reinvent media activation, and craft influential stories for our global clients and their customers. Join us in shaping a future where business growth and personal fulfilment go hand in hand.

Job Description

Reporting to our Regional Director, you will play a key role in maintaining a welcoming, efficient, and safe office environment. You will ensure smooth daily operations, support effective communication across the organisation, and contribute to a positive workplace culture. In this role, you will interact with a diverse range of employees, clients, vendors, and visitors, helping to create a professional and organised experience for everyone who comes through our doors.

This is a 12 month fixed term contract, part-time position, comprising 14 hours per week. The hours can be spread across Tuesday, Wednesday and Thursday, you will be required to work at least three mornings in the office. The flexible schedule makes this role ideal for those balancing personal projects or other work commitments

Your primary responsibilities will include:

• Manage the daily running of the reception, welcoming visitors, handling calls and mail, and ensuring smooth office operations.

• Ensure the office remains safe, secure, and well-organised by overseeing health and safety compliance, including first aid, fire safety, and the regular maintenance of safety equipment.

• Plan and organise internal and external events, team socials, client meetings, and company-wide communications, taking care of scheduling and logistics.

• Support onboarding and offboarding processes, collaborating with HR and IT to ensure our employees have the equipment, technology, and workspace they need.

• Build and maintain strong relationships with external service providers and vendors, including cleaning, security, maintenance, and building management.

• Manage meeting room bookings and office space to avoid scheduling conflicts.

• Oversee office supplies, stationery, refreshments, and groceries, keeping track of stock levels and expenses.

• Coordinate travel and accommodation arrangements when required.

• Register all sick leave on Arbo and also leavers/new joiners.

• Check Arbo on a weekly basis for updates from the doctor and submit reports when necessary.

• Manage the office mail: scan, review the department involved and send the information. Maintain confidentiality of the information.

• Manage the budget assigned to the office, receipts, register purchases, etc.

Qualifications:

• Availability to work at least three mornings per week from our Amsterdam office, totalling 14 hours weekly.

• At least one year of experience in office management or administrative support, in roles such as Office Manager, Executive Assistant, Coordinator, or similar.

• Strong time management skills, with the ability to handle multiple tasks and prioritise.

• Familiarity with workplace health and safety requirements and regulatory compliance.

• You demonstrate empathy and adapt your approach to connect with individuals from diverse backgrounds and experiences.

• When faced with a problem, you collaborate with the appropriate people to evaluate different options find practical solutions.

• You generate new ideas and experiment with new methods and technologies to streamline processes.

Note: We emphasise skills, expertise and behavioural attributes over years of experience and traditional degrees.

Additional Information

Join Jellyfish and experience a workplace where we prioritise your growth, celebrate your contributions, and empower you to tailor your work environment to suit your needs.

Reward: You'll be eligible to join our discretionary annual bonus scheme.

Custom Work Environment: Work remotely for up to 60% of your days and shape your day between 8am and 6:30pm with flexible working hours.

As per standard market practice, all roles in The Netherlands are offered on a 1-year contract with the view to extend or make permanent beyond this point.