Office and Facilities Manager
2 weken geleden
About Us:
New Balance is a company that empowers people through sport and craftsmanship to create positive change in communities around the world. We innovate fearlessly, guided by our core values and driven by the belief that conventions were meant to be challenged.
Job Mission:
We are looking for an office-based Office and Facilities Manager to lead our organisation in Amsterdam. This is a full-time office position.
The Office and Facilities Manager will be responsible for providing an efficient, professional, and welcoming environment for all office associates and visitors. Additionally, this person will be accountable for business travel and company cars processes, and ensure we continuously improve processes where needed.
Key Responsibilities:
Office Management:
- Provide a professional and welcoming environment for all office associates and visitors, focusing on and ensuring adherence to office policies.
- Ensure office desk areas are kept neat, tidy, and welcoming to hot desking.
- Ensure meeting rooms and showrooms are always fully equipped and presentable.
- Monitor all kitchen and coffee areas, ensuring they keep clean, tidy, and equipped with crockery and cutlery.
- Accountable for the daily processes on the reception area.
- Ensure deliveries, calls, and mail are dealt with in a timely manner.
- Overall responsibility for access passes for all associates, contractors, and visitors and ensure all associates have the correct security access.
- Raise and manage the purchase order process.
- Work cross-functionally to lead internal office moves, including space planning.
- Professional communication to the Amsterdam office and wider, where applicable, adhering to the HR communication strategy.
- Lead and co-ordinate samples sales, social drinks, volunteering, and any other office events, whether internal or external.
- Keep office and other supplies at a proficient level.
Travel:
- Systems management and administration of third-party travel provider.
- Utilise knowledge of travel processes to support business users and their travel plans.
- Analyse and report on travel costs.
- Review of the travel activity and accommodation to identify cost-saving opportunities and adherence with the policy.
Cars:
- Manage the company car fleet, including ordering, adhering to policy, dealing with fines, liaising with other departments such as Finance and Payroll.
- Take the lead on any new car initiatives, such as protecting the environment, staying up to date with car fleet knowledge, make recommendations on the policy and process for company cars.
- Work closely with HR to determine the car policy, understanding the needs of the users and the business and ensure alignment with the latest legislation.
- Communication with car holders on requirements and options.
Facilities:
- Co-ordinate and plan essential business services, such as maintenance, reception, archiving, mailing, cleaning, waste disposal, and security.
- Co-ordinate the implementation of new projects with the wider team.
- Monitor contractors and check that the work assigned to workers and contractors is completed in a satisfactory manner.
- Respond quickly to emergencies that arise in the workplace and deal with them appropriately.
Health & Safety:
- Co-ordinate, initiate improvements, and actions for the health and safety at the office.
- Part of the BHV-team.
- Pro-actively co-ordinate the yearly fire drill.
- Having inductions with new starters regarding the health and safety.
- Work on an emergency plan and update it regularly.
Requirements for Success:
- Fluency in Dutch and English is essential.
- Experience in a similar service-driven office/facilities role.
- Effective communication skills, both verbal and written, and the ability to communicate at all levels and be assertive.
- Ability to use initiative and work independently.
- Ability to manage and lead projects and teams.
- Travel management experience (experience using Egencia will be beneficial).
- Experience in managing car fleets and adhering to policies would be desirable.
- Experience with health and safety.
- Continuous improvement mindset.
- Conscientious and proactive.
- Organisation and time management skills, and ability to respond calmly under pressure.
- Ability to manage a complex, varied workload.
- Results-driven - follows through to conclusion on all projects/commitments to agreed deadlines.
- Microsoft Office experience and proficiency in Microsoft Excel and ability to use basic formulas.
- Total customer focus with the desire to provide a wonderful place to work for our associates.
- Team Player.
Benefits:
- Discretionary Bonus Opportunity
- Discount on the health insurance
- 8% holiday allowance
- Pension Scheme
- 25 days Annual Leave per year
- Up to €250 travel allowance each month
- Employee Discount
- Sports subscription via OneFit
- Flexibility to Work from Anywhere for up to four weeks per year
- Wellbeing and Mental Health Benefit (24/7 Employment Assistance Program & Support)
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