Office Assistant & Receptionist (12-FTC)

Who We Are:

Since 1906, New Balance has empowered 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. We foster a culture in which every associate feels welcomed and respected, where leaders and creatives are inspired to shape the world of tomorrow by taking bold action today.

JOB MISSION:

We are looking for an Office & Facilities Coordinator to provide an efficient, professional, and welcoming experience for all visitors and associates while supporting the smooth day-to-day operation of our Amsterdam office. This role is responsible for delivering exceptional reception services, acting as the first point of contact for visitors, guests, and associates, and ensuring a positive workplace experience.

You will provide administrative and operational support to the Office & Facilities Manager, partnering closely to support workplace operations, facilities services, office projects, and events. A key part of this role involves taking ownership of workplace and employee experience initiatives, identifying opportunities for improvement, and driving solutions through to completion.

We're looking for someone who is highly organised, proactive, and service-oriented, with the ability to manage multiple priorities, work independently, and build strong relationships across the business. You'll be comfortable working at pace, demonstrating attention to detail and a willingness to take ownership of tasks and projects

This is a full-time, office-based role, working Monday to Friday, 08:30am to 16:30pm, with occasional flexibility required to support business needs, events, or projects. We offer a collaborative and supportive working environment with opportunities to contribute to the continuous improvement of our workplace experience.

This is a 12-month fixed term contract.

MAJOR ACCOUNTABILITIES:

Reception, Kitchen, Deliveries & Post

- Provide a welcoming reception service to visitors and follow the required visitor registration process.
- Ensure the Reception area, kitchen areas and Auditorium are always well maintained and reflect the professional image of the New Balance brand.
- Sign for and manage all parcel deliveries for the office.
- Ensure all parcels are distributed promptly to the correct associate or department.
- Answer and direct telephone calls professionally and efficiently.
- Ensure all outgoing post and courier shipments are correctly addressed and labelled.
- Complete documentation for recorded deliveries, special shipments and courier services.
- Maintain adequate stock levels of all courier and shipping materials, including UPS bags, airway bills, labels and packaging supplies.
- Continuously review and improve office processes to increase efficiency and service levels.

Administration & Office Support

- Provide proactive administrative and operational support to the Office & Facilities Manager.
- Support office moves, space planning activities and workplace changes.
- Assist with the planning, coordination and delivery of internal events, wellbeing initiatives, town halls, volunteering activities, charity events and sample sales.
- Manage and maintain Standard Operating Procedures (SOPs), ensuring they remain up to date and relevant.
- Take ownership of access pass management for associates, contractors and visitors, ensuring appropriate security access is always maintained.
- Manage office consumables, including milk, tea, coffee, stationery and coffee machine supplies.
- Raise and manage purchase orders and support invoice administration where required.
- Process and manage incoming invoices in accordance with company procedures.
- Coordinate with suppliers, contractors and internal stakeholders to support office services and facilities operations.
- Identify opportunities to improve the workplace environment, employee experience and operational efficiency, and take the lead on implementing agreed improvements.
- Provide support to other departments as required.

REQUIREMENTS FOR SUCCESS:

- Service-minded with a positive and professional attitude.
- Willingness to learn and take on new responsibilities.
- Professional approach with a flexible communication style and the confidence to be appropriately assertive.
- Continuous improvement mindset.
- Conscientious, highly proactive and able to use own initiative.
- Strong sense of ownership and accountability.
- Able to work independently and manage priorities with minimal supervision.
- Strong project coordination and organizational skills.
- Excellent multitasking and prioritization abilities.
- Microsoft Office proficiency.
- Strong event planning and coordination skills.
- Solution-oriented mindset with the ability to identify opportunities and implement improvements.
- Totally customer-focused with a desire to provide a great place to work for all associates.
- Remains calm and effective when working under pressure.
- Professional and approachable, acting as a positive ambassador for the company and creating a welcoming and inclusive office environment.
- Resilient and calm under pressure, able to manage competing priorities, respond effectively to unexpected situations, and maintain a high level of service in a fast-paced environment.
- Collaborative team player who builds strong relationships across functions and works effectively with colleagues, associates, vendors, and external partners.

BENEFITS:

- Discretionary Bonus Opportunity
- Discount on the health insurance
- 8% holiday allowance
- Pension Scheme
- 25 days Annual Leave per year
- Up to €300 travel allowance each month
- On-site Gym
- Employee Discount
- Sports subscription services
- Wellbeing and Mental Health Benefit (24/7 Employment Assistance Program & Support)

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Equal Opportunity Employer:

New Balance is committed to equality of opportunity for all current and prospective associates regardless of age, disability, race, religion or belief, gender, sexual orientation, pregnancy and maternity, marriage and civil partnership and gender reassignment.  We are an equal opportunity employer and support a culture of diversity and inclusion.

If you have not already done so, please let us know if you require any support so we can make the right adjustments and considerations should they be required.