Part time Office Manager/ Accounts Assistant

Undutchables; Amsterdam; Vor Ort; EUR 32.000 - 42.000; Vollzeit

Zusammenfassung

Undutchables is seeking an on-site Office Administrator in Amsterdam/Amstelveen. The role will act as the main office contact, welcome visitors, manage calendars, handle invoicing, and coordinate supplier communications for an international team.

The position starts ASAP/November or December 1, 2026, and is 100% onsite with no hybrid option. Responsibilities include organizing meetings, arranging travel, maintaining records, and supporting day-to-day office operations across Europe and Asia

Aufgaben

• Serve as main office contact and greet visitors and guests
• Process invoices and oversee approval and payment flow
• Coordinate supplier contacts and international calendar appointments
• Book flights, hotels and taxis for team members
• Maintain SharePoint site and support meetings, calls and video conferences

Kenntnisse

Administrative tasks

Invoice processing

Calendar management

Vendor liaison

Travel coordination

Tools

SharePoint

Jobbeschreibung

Our client requires some who lives in Amsterdam/ Amstelveen. Candidates who are living outside of Amsterdam will not be considered. This position is 100% onsite – no opportunity to work hybrid.
START DATE IS ASAP - November or 1st of December 2026
What will you do?

• Main contact and representative of the office
• Welcome and announce all visitors, colleagues and other guests
• Invoice processing and see through the approval and payment process
• Supplier contact
• Schedule international appointments, maintain and update appointment calendars
• Booking of flights, hotels and taxis for team members
• Technology liaison
• Perform general administrative tasks and process incoming and outgoing post
• Organization of the expenses
• Perform office support tasks, such as copying, documentation processing and assistance
• Update and maintain the team SharePoint site
• Provide support for organized meetings, calls and video calls
• Maintain and update the archive, computer systems and processes
• Conduct online research, compile data and present findings and recommendations
• Annual organization of the collection of specified documents
• Taking care of the office, maintain office and kitchen supplies
• Answering telephone
• Organization of events for the office and international team

Financial Tasks

• Invoice processing and see through the approval and payment process
• Maintain and update the archive, computer systems and processes
• Perform office/finance support tasks, such as copying, documentation processing and assistance
• Gathering financial information from other entities in different regions - Eastern/Western Europe & Asia - when necessary

Back-up following tasks

• Maintaining and updating the archive system - digital & manual-
• Technology liaison - keep the tech environment connected, online and assist with upgrades
• Checking and connecting the cabling, set up a work place for visitors, testing equipment, speak with the IT support departments in India and the UK
• Preparing the Board meetings: documents collection and upload in the system
• Preparing the Board meetings’ agenda and Board minutes - including reviewing- and follow up, keep track of versions, minutes corrections. They have an outside minute tracker.