The Office and Facilities Coordinator & PA plays a key role in ensuring the smooth and efficient day-to-day operation of the Company. This role requires strong organisational and time management skills to manage a wide range of administrative, facilities, and personal assistant responsibilities. As the first point of contact for visitors, the role demands a professional, friendly, and helpful approach, representing the Company positively at all times. The position works collaboratively across teams, demonstrating strong interpersonal skills and an understanding of colleagues’ needs to effectively support staff and company projects.

The Office and Facilities Coordinator & PA works closely with the HR team, coordinates with the Supply Chain Department, and provides personal assistant support to the CEO. Acting as a central support function, this role is vital to maintaining an organised, well-run office environment and enabling the business to operate efficiently daily.

Key Responsibilities

The key responsibilities include, but may not be limited to, those stated below:

Office & Facilities Coordination:

• Welcome visitors upon arrival and ensure they are promptly connected with the person they are meeting, providing a courteous and professional first impression of the company.

• Arrange meeting rooms for visitors, including the organisation of food and beverages.

• Work with building management to maintain the employee access system and manage the issuance and tracking of security access tags and ID cards for employees and visitors.

• Organise office supplies (lunch, coffee, tea, etc.) and ensure stock levels are maintained.

• Monitor inventory and create purchase requests (PRs) via SAP for ordering supplies.

• Submit work orders for repairs for the general office space through the relevant system.

• Schedule equipment repairs with vendors.

• Oversee and manage contracted personnel for various support services, including janitorial services for the office and guest house.

• Responsible for general housekeeping of conference rooms, lobby, kitchen, and other common areas.

• Maintain company assets (e.g., guest houses, company cars) and track usage records.

• Collaborate with the facility management to ensure the overall upkeep and maintenance of the office, addressing any facility-related issues promptly.

• Provide clerical or administrative assistance on special projects as needed.

• Create an effective filing system for record-keeping.

• Manage incoming and outgoing mail and packages.

• Arrange hotel bookings for employees and visitors.

• Plan and organise company events and meetings, ensuring all logistics are handled efficiently.

• Complete goods receipt for all materials received.

• Complete service entry sheets for services completed.

Personal Assistant to the CEO:

• Provide administrative and travel arrangement support to the CEO

• Handle confidential information with discretion and professionalism

Key Competences

• Excellent organizational and time-management skills.

• Strong interpersonal and communication skills.

• Maintain confidentiality.

• Efficient problem-solving.

• Ability to work independently.

Qualifications & Certifications

• HBO Level (Higher Professional Education)

• Fluent in Dutch and English (French language skills are a plus)

• Proven experience as an office coordinator, facilities manager, or personal assistant, ideally with experience supporting senior leadership.

• Proficiency using Microsoft Office editing tools (Word, Excel, Outlook).

Note: The tasks and activities outlined in this job profile serve as a guideline and may be adjusted, expanded, or modified as needed to meet business requirements.