HR Office Administrator and Office Coordinator

HR Office Administrator and Office Coordinator

Amstelveen based

Reporting to the General Manager of Western Europe

Position Summary:

This position is responsible for ensuring the management of HR administration throughout the employee life cycle for staff based in the Western Europe region. Maintaining confidentiality at all times and working with minimum supervision, having the employee experience in mind is key for success in this role. In addition, the role will coordinate the well-functioning of our offices in the Netherlands as well as in the Nordics.

Job Responsibilities:

• To manage and administer personnel requirements for the Western Europe region (currently Belgium, France, Netherlands, Luxembourg, Spain and Sweden):
• This includes the preparation of offer/acceptance letters, employment contracts, their annexes, employment confirmations and other agreements as required.
• HRIS: Maintaining up-to-date records within the HRIS system, UKG, and providing reporting as needed.
• On- and Offboarding: to manage the on- and offboarding of employees in line with ISO processes, including security screening and criminal record checks, organisation of equipment, training and compliance requirements, reference letters, coordination with the Finance/Payroll team, etc.
• Payroll: Coordinate the monthly payroll input with HR Managers, Payroll providers and Finance in the region (for the Benelux, as well as France, Spain and Sweden).
• Health & Safety: To coordinate preventive medicine examinations and required trainings in collaboration with Compliance and Health & Safety, as well as the external agency.
• Talent Management: To oversee and track the annual people review process, book training courses for colleagues as requested and update their training folders
• International assignments: To manage the process of cross-border engagements of colleagues
• Benefits administration: on and off-boarding, administer updates on insurance plans, liaise with Fleet Management
• Communication: To manage and administer company communications (announcements)

Office management for our office location in the Netherlands, as well as in the Nordics:

• Office operations: overseeing day-to-day activities like mail handling, document management, maintenance of office equipment, and managing office supplies.
• Managing the facilities budget, processing invoices in collaboration with Finance, and monitoring office expenses.
• Facilities management: ensuring the office environment is clean, safe and functional by coordinating repairs and maintenance, enforcing workplace policies and ensuring compliance with regulations.
• Event planning: Organising meetings, conferences or team-building activities.

Please note that this list is not exhaustive, but highlights the key responsibilities.

Job Skills Requirements:

• Excellent communication / interpersonal / negotiation skills
• Able to deal pleasantly, efficiently and confidently with people at all levels
• Excellent organisation/prioritisation skills
• Strong team player who can work independently using their initiative
• Diligent/diplomatic/discreet
• Ability to manage multiple tasks simultaneously and meet deadlines whilst maintaining a high quality of work
• Develop good internal customer focus and ability to work under pressure; ability to maintain awareness of, and seek to meet the needs and wants of the internal customer without being prompted.

Proficient computer skills,, including familiarity with MS Office applications (Outlook, Word, Excel)

Educational background: vocational traineeship or bachelor’s degree in administration, preferably with a specialisation in human resources

Work experience: preferably at least two years of work experience in a similar role

Language skills: proficiency in English and French required, Dutch or other European languages would be an additional asset.