Main Purpose:

An outstanding opportunity to work in a dynamic, global company where your contributions will be highly valued and visible.

The Office Coordinator role combines reception management and office operations responsibilities to ensure a professional and efficient working environment at Trafigura's Amsterdam location.

Knowledge Skills and Abilities, Key Responsibilities:

Reception / Front Office

• Welcome visitors, maintain professional reception protocols, and deliver hospitality services according to company standards.
• Process incoming / outgoing mail and courier items with attention to priority.
• Manage access control system and maintain visitor records and security procedures.

Facilities Support

• Coordinate office maintenance, facility repairs, and lead all aspects of cleaning services and quality standards.
• Manage office supplies inventory, procurement, and liaise with building management and service providers.

Administrative Duties

• Maintain databases and coordinate archiving processes with external providers.
• Handle administrative requests like business cards and translations
• Track departmental expense transactions and support invoice processing.
• Support Company Secretarial team with documentation and courier needs.

Meeting & Event Coordination

• Manage meeting room bookings and ensure spaces are accurately maintained.
• Arrange catering services following company guidelines and configure VC equipment for presentations.
• Support internal events from planning through execution.

Team Support

• Facilitate new hire onboarding (equipment, access, orientation) and assist with departure procedures and asset recovery.
• Supervise NS Business cards and subscriptions.
• Provide first-level IT support and equipment assistance, directing complex technical issues to the appropriate team.

Safety & Compliance

• Aid in carrying out health and safety protocols and arranging emergency response training and drills.
• Maintain employee absence and travel tracker.
• Maintain safety equipment and first-aid supplies while detailing compliance with workplace safety requirements.
• Support Prevention Officer initiatives and inventories.

Required Experience & Qualifications

Experience

• Minimum 1-2 years of experience in office administration, reception, or similar role.
• Previous experience in a corporate environment and supporting executive staff.
• Past experience in ensuring health and safety regulations are met is desirable

Education

• Vocational qualification or degree in Office Management, Business Administration, or related area is desirable
• Office management or administration certifications that are relevant are highly regarded.

Technical Skills

• Advanced proficiency with Microsoft Office suite (Outlook, Word, Excel, PowerPoint).
• Familiarity with basic IT troubleshooting and equipment setup.
• Knowledge of document management and archiving procedures.

Language Skills

• Proficient in English (written and verbal) required.
• Dutch language proficiency required.

Personal Attributes

• Outstanding organizational skills and attention to detail.
• Professional behavior and service-oriented approach.
• Proactive problem-solving approach and adaptability to changing priorities.
• Discretion when handling sensitive information.

The ideal candidate brings together efficiency and hospitality skills to manage office operations seamlessly, all while representing Trafigura in a professional manner to visitors and staff. They should be comfortable working independently while supporting numerous stakeholders within the organization. Join our dedicated team in Amsterdam and help us achieve flawless execution to every aspect of our operations!

Key Relationships and Department Overview:

Equal Opportunity Employer

We are an Equal Opportunity Employer and take pride in a diverse workforce. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status.