Office Coordinator

Amsterdam
  • Posted
  • Jun 22, 2022

Design Bridge is looking for a part-time Office Coordinator (0,6 - 0,8 FTE) for her Design Studio in Amsterdam. Are you an enthusiastic, optimistic and highly organised multitasker who loves to work in a creative environment, then please read on! 

Introducing Design Bridge 

Design Bridge's continued success is dependent on the strength and depth of our valued long-term client relationships. Our clients trust us because we deliver creative leadership, strategic insight, with a can-do attitude and the tenacity it takes to make great work happen – and great work is the common goal that fuels us all!

Our relationships are proactive and never passive, we are tireless in our pursuit of knowledge and understanding of our clients' business, needs, challenges and competitors.

Our ambition is to be engaged across every aspect of our clients' business where we have the expertise and skills to such an extent that we become indispensable to them.

A job description is not a box that you are put in. It is a definition of your core responsibilities. In a company like ours you are encouraged and expected to contribute to many wider issues.

We are looking for a person who

  • Has excellent interpersonal skills: empathetic, approachable, discreet, open minded, energetic and proactive, willing to go the extra mile.
  • Has strong verbal and clear written communication skills.
  • Is methodical, highly organised, with a strong attention to detail.
  • Has negotiation skills and financial awareness, always keeping DB’s interests in mind.
  • Works well in stressful situations.
  • Is fully aware of the DB brand and values.

Why the job exists

  • To ensure the smooth running of the studio, coordination of maintenance of the space and fixtures, technical maintenance of all equipment , maintaining stocks of stationery and other consumables, budget control.
  • To ensure effective communication with facilities, clients, suppliers and staff.
  • First point of contact for facility related matters

Reporting & Communication Structure

Reporting to the People & Culture Manager and People Director and communicating closely with all staff.

What the job covers

Day-to-day organisation of matters relating to the general upkeep of the studio and its decorations, maintenance of equipment and the organisation of Company events. Very first point of contact for clients, suppliers and potential staff.

Responsibilities

  • Answering incoming telephone calls
  • Greeting and receiving of visitors
  • Arranging couriers, taxis, and rental cars
  • Controlling the booking of internal meeting rooms through the diary.
  • Book WPP meeting rooms and client parking spaces directly with WPP reception team 
  • Taking care of catering requirements for client or internal meetings
  • Ordering and control office groceries and supplies
  • Arranging flowers upon request (e.g., newbies, anniversaries), weekly styling of the reception flowers
  • Sending of post and distributing incoming telephone messages and post
  • Responsible for keeping reception area, meeting, printer, storage room and the kitchens in immaculate condition
  • Arranging travel for all colleagues, except for the Management team
  • Coordinate the ordering and fixing of the office building access cards
  • To assist the Finance Director on monitoring expenditure relating to office management.
  • To manage relevant budgets and track actual expenditure against budget in liaison with the Finance Director.
  • To assist in implementing appropriate cost effect ways, whilst always keeping the essence of Design Bridge.
  • Setting up new suppliers for office management
  • Coordination of First Aid for the studio
  • To coordinate and communicate all building works (in liaison with the WPP Building Manager), refurbishment and decoration (in liaison with the ECD)
  • Arrange and coordinate the organisation of Company events (away-day, parties, etc.)
  • Responsible for seating management
  • To arrange gifts on behalf of DB for new-borns, leavers, anniversaries, birthdays etc.
  • To arrange farewell lunches
  • Controlling the booking of parking places via the parking tool
  • Update the employee birthday list, make sure that team leads are updated on birthdays
  • Responsible for giving feedback to WPP cleaning company, arrange any extra cleaning tasks via cleaning manager, arrange yearly big cleaning during holiday closure.
  • Back-up for the People & Culture Manager

Training Possibilities

Training as defined during the Personal Development Programme.

Performance review and personal development

By the People & Culture Manager and People Director on the basis of this job description.

 

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