Office / Operational Manager

Key Responsibilities (Office Management – core focus) 1. Office Operations & Facilities - Own the day-to-day operation of the Amsterdam office, ensuring a safe, welcoming, and high-performing workplace. - Manage facilities, maintenance, repairs, cleaning, security, access control, and H&S/ARBO coordination. - Act as primary liaison with the landlord, building management, and service providers; manage SLAs and resolve issues quickly. - Oversee office layout, meeting room setups, and hybrid-work readiness (AV, meeting tech, IT coordination). - Manage procurement and inventory for office supplies, equipment, and services; ensure cost control and quality. - Build and maintain clear office processes, SOPs, and a reliable operational rhythm for a growing organization. 2. Front Desk, Hospitality & Admin Services - Lead and coach the office coordinator/reception function; set standards for visitor experience and internal service. - Ensure smooth reception, mail/courier handling, travel/meeting support, and general administrative services. - Coordinate internal office communications and ensure employees know “how things work” in Amsterdam. 3. Office Budgeting & Vendor Management - Own the office operational budget, forecasting, and monthly cost tracking. - Source, negotiate, and manage vendors (facility services, catering, office equipment, events, etc.). - Continuously optimize cost, service levels, and sustainability practices. 4. Culture, Community & Cross-Cultural Collaboration - Build a positive Dutch-core workplace culture that feels distinctly “XPENG Amsterdam.” - Organize practical, inclusive office-community activities (town halls, team moments, onboarding welcome rituals, celebrations). - Support cross-team cohesion among Benelux and Pan-EU functions; enable smooth collaboration in the office. - Serve as a cultural bridge between Dutch/European ways of working and Chinese HQ expectations; help prevent misunderstandings through proactive communication. 5. Compliance & Office Projects - Stay informed on Dutch workplace regulations relevant to office operations (H&S, fire safety, facilities compliance, local reporting needs). - Translate key local requirements into clear office rules and practices. - Lead office improvement projects (e.g., office expansion, refurbishment, relocation, process upgrades), coordinating with Finance/IT/HR where needed. HR Support - Support practical HR-related office touchpoints such as onboarding logistics, office orientation, and first-line questions on office policies. - Coordinate with HR on sick-leave administration signals (process routing, documentation collection) without owning HR policy decisions. - Provide support during the recruitment of new talent (e.g. first round interviews, resume screening)Requirements - Experience: 8–10+ years in office operations / facilities / workplace management, ideally in international or fast-growing companies. - Dutch workplace fluency: Strong grasp of Dutch office culture and standards; confident operating with local vendors and authorities. - Language: Fluent Dutch and English; professional Mandarin required to work effectively with Chinese HQ and colleagues. - Operational excellence: Hands-on, structured, and service-minded; able to run a complex office with multiple stakeholder groups. - Leadership: Comfortable managing coordinators/vendors and setting clear standards without bureaucracy. - Systems & organization: Strong with office tools, reporting, workflows, budgeting, and process documentation. - Mindset: Proactive, calm under pressure, detail-oriented, and able to prioritize in a fast-moving environment.Nice to Have - Experience in automotive, tech, or high-growth scale-ups. - Prior exposure to HR operations or employee lifecycle processes. - Personal familiarity with bicultural (Dutch–Chinese) working environments.