About this role
We are seeking a highly organised and proactive Office Coordinator to join our Business Infrastructure & Operations (BIO) team and look after the day-to-day running of our Amsterdam office. Initially based in a coworking space, as the BIO professional on-site, you will be the go-to person for a small, close-knit team, liaising with our coworking provider and suppliers, and providing hands-on administrative support. Working closely with the BIO Manager and our regional and central teams, you will help keep the workplace running smoothly.
You will also have a key role in the planned move to a new office in the coming months, coordinating activities under the guidance of the BIO Manager. This role is responsible for helping maintain an efficient and welcoming office environment, coordinating office services, liaising with vendors, and handling key operational tasks such as office supplies, workspace organisation, and event logistics. We are seeking a proactive and detail-oriented individual who enjoys working independently and problem-solving, embraces technology including AI tools to work smarter, and is eager to make a meaningful impact in a professional services environment. The ideal candidate is reliable, adaptable, and comfortable juggling multiple tasks in a growing office where no two days are the same.
- This role requires to work fully onsite.
- Look after the day-to-day running of the Amsterdam office within our coworking space, acting as the first point of contact with the coworking provider for access, meeting rooms and maintenance issues, and ensuring staff have the supplies and resources they need to work effectively.
- Liaise with local suppliers and service providers (e.g. coworking provider, catering, couriers and event venues), requesting and comparing quotes, monitoring service quality and flagging issues to the BIO Manager where needed.
- Coordinate the on-the-ground logistics of the upcoming relocation of the Amsterdam office, with guidance and support from the BIO Manager, including tracking move timelines, liaising with suppliers (removals, furniture, IT set-up and building access), keeping staff informed and helping ensure a smooth transition.
- Organise staff events, including socials, offsites and Christmas celebrations, tailored to a smaller team, to foster team engagement, morale and a strong connection with the wider Aurora network.
- Support the BIO Manager with budget tracking for office operations, procurement and local activities, keeping accurate records of spend and processing invoices.
- Help staff follow operational policies and procedures, guiding them on expense management, travel bookings and meeting room usage in line with guidance from central teams.
- Act as the local point of contact for office-related queries, working with teams such as People & Culture, Finance and IT to support office needs, including onboarding logistics for new joiners.
- Provide administrative support as needed, including scheduling meetings, booking travel, handling mail and shipments, and coordinating printing and documentation.
- Use Aurora’s AI tools to work more efficiently on day-to-day tasks, such as drafting communications, researching suppliers and organising information, always checking AI-generated content for accuracy before it is used or shared.