Job details

Office Coordinator - Utrecht area - Temp 6 months

2319 - 6745_1552572458




Last edited
March 14, 2019

Job contact

Wiebke Ahrens
0031 33 479 3095

Office Coordinator – Utrecht area – Temp 6 months

International non-profit organisation. Our client is opening a new office. The Office Coordinator must be able to help set up services and external relationships as directed, as well as support/set up facility operations and staff and visitors onsite.


Administration support:

  • Serve as primary contact for issues of building management for maintenance, HVAC, security issues and any other needed facilities support.
  • Order and maintain office supplies, equipment, and furniture, as necessary.
  • Report issues concerning copiers, printers, scanners, laptops, or other equipment to respective service supplier or point of contact.
  • Coordinate the building security access and escalate security issues as necessary.
  • Assist staff presentations and meeting set up, including catering or location rental as needed.
  • Arrange and coordinate staff meetings and social events, as directed.
  • Maintain the professional look of the office by managing contract cleaners, building maintenance, and facility repair.
  • Maintain kitchen and break areas, work and storage rooms/areas.

Accounting support:

  • Open, date stamp, and route incoming invoices for coding, verification, and approval.
  • Forward invoices and coordinate with finance department/s as needed.
  • Coordinate ad facilitate document collections and retention activities as needed.

Receptionist support:

  • Answer office phone and route appropriately.
  • Greet and interact with visitors and staff.
  • Maintain logs and files for daily mail deliveries as well as logs for shipments and local couriers, as needed.
  • Assist with shipping of mail going out of office to various locations (domestic and international).
  • Maintain marketing materials and letterhead inventory and orders as needed, working with Communications.


  • 5+ years of receptionist or administrative responsibilities in a new office setting.
  • Strong organizational skills and ability to perform multiple tasks simultaneously, set priorities, and work in an office with diverse cultural backgrounds.
  • Excellent interpersonal skills and demonstrated ability to interact professionally with culturally and linguistically diverse staff, clients and consultants. English fluency required. Dutch is a plus.
  • Solution oriented with a high sense of quality, attention to detail, accuracy, efficiency, and meeting deadlines.
  • Team player who is also able to work independently and handle conflicting priorities while maintaining consistent, quality performance standards.
  • Ability to work comfortably with Microsoft Office software, specifically Word, Excel, and PowerPoint.
  • Willingness to perform other duties as required.
  • Must be eligible to work in the Netherlands.