Office & Facilities Administrator Superstar

**THE NO-NONSENSE SUMMARY**:
This position is ideal for dedicated and detail-oriented professionals eager to join a dynamic multinational organization. Reporting to the HQ management in the Netherlands, you will coordinate global project management and documentation across multiple entities. This role is perfect for those who enjoy organizing, facilitating communication, and ensuring compliance with contracts and agreements. A general understanding of insurance, construction planning, and international collaboration is a plus. **Be sure to read to the end of the description to ensure you don’t miss an important detail.**

ROLE’S **MISSION**

Ensure smooth, organized management of office facilities and tenant relationships, while coordinating global projects efficiently, using strong organizational, research, and communication skills to maintain systems and project oversight across our international operations.

DESIRED **OUTCOMES**:

- Facility responsibilities are organized into systems, with calendars, checklists, and prioritized, researched work ready for action when time and budget allow.
- A clear overview of tenants, contracts, contractors, and projects are maintained with parent company ensuring efficient management of agreements.
- Projects between global entities, offices, or projects outside the Netherlands are maintained
- Demonstrates high organizational abilities, effectively managing calendars, checklists, and tasks
- Strong problem-solving and research skills, quickly synthesizing information from diverse sources
- Writes and follows clear written instructions in both Dutch and English (ChatGPT allowed)
- Adaptable in managing projects across multiple entities and international teams.
- Skilled in using productivity tools and software for task management, coordination, and research;we use Asana & MediaWiki for documentation and have a corporate ChatGPT account

**THE ROLE**
Yes, you read that right - we’re looking for a SUPERSTAR. If the title sounds unconventional, it’s because CAPLINQ is too. We’re seeking that special someone with exceptional skills in coordinating global project management while effectively communicating with international teams and stakeholders.

Let me come right out and say that we welcome recent graduates with strong organizational skills, as well as more experienced professionals with a background in project coordination. Salary and benefits will be commensurate with experience and skill set.

At CAPLINQ, you won’t be dealing with monotonous tasks or rigid routines. Instead, you will be at the heart of our global project coordination, taking on a wide range of responsibilities that will keep you engaged and constantly learning. Your role will involve not just managing documentation and timelines, but also ensuring compliance with contracts and agreements.

You will be successful in this position if you are proactive, detail-oriented, and capable of juggling multiple tasks with ease. If you consider yourself someone who thrives in a dynamic environment and enjoys being the go-to person for getting things done - keep reading.

As a fast-growing multinational, our operations span across various regions, requiring meticulous coordination and support. Our team values a collaborative approach, and we are looking for someone who can seamlessly integrate into our workflow, bringing both efficiency and enthusiasm to the table.

Does this type of work inspire and motivate you? Then I encourage you to read on. If, on the other hand, you’re already exhausted reading this, I recommend you take a nap and check out another job post.

**So, what will you be doing?**
The position and responsibility will grow along with you. As a small, but growing company, the role will be exciting for you if you enjoy a broad range of activities and aspire for career growth in a growing organization as you master the activities described hereunder.

**1. Company Office and Facility Management (about 40% of your time)**

You are responsible for managing office utilities, supplies, and access control systems, while coordinating maintenance, repairs, and service provider comparisons. The role also includes organizing customer visits and creating task checklists for employees.

Examples of activities:

- Oversee utility bills, negotiate rates, and manage office key fobs and parking passes.
- Research and compare insurance, pension plans, and other service providers.
- Coordinate office maintenance, repairs, cleaner schedules, groceries, coffee and office supplies
- Coordinate banking arrangements, KvK documentation, tax authorities and other Dutch correspondences
- Organize customer visits and create task checklists for employees.

**2. Building, Tenant and Contract Management (about 40% of your time)**

You are responsible for managing tenant agreements and coordinating communication with tenants, contractors, and authorities during and after the building's redevelopment. This includes h