Office Manager for our office in Utrecht

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d-fine is a continuously growing European consulting company with 2,000 employees. We are represented with twelve locations in seven countries. Our projects focus on quantitative issues around data analytics, data science, modelling and the development of sustainable technological solutions. d-fine’s consulting approach is based on many years of practical experience and dynamic teams with an analytical and technological focus.

Are you looking for an opportunity, where you can support the growth of our office in Utrecht? Do you like to organise and get things done? Do you want to be part of an international team? Then read on!

For our office in Utrecht, we are looking for an Office Manager to start immediately. The role involves direct contact with colleagues in Utrecht, as well as with colleagues at d-fine’s head office in Frankfurt, Germany. Succeeding in this role requires a high degree of independence, initiative, strong communication skills and the ability to work effectively as part of a team. The wide-ranging responsibilities include organisational, coordination and communication tasks, while the Office Manager also serves as the first point of contact for employees, applicants, suppliers and customers. This position can also be filled on a part-time basis, with a minimum of 30 hours per week.

Office Administration & Office Management

• First contact person in the Utrecht office for employees, visitors, service providers and other stakeholders
• Responsibility for general office administration, correspondence, document management, office supplies and mobile telephony
• Processing of purchase invoices and preparation of customer and intercompany invoices in cooperation with the accounting function, project managers and the German head office
• Contract administration, company registrations, signature coordination and general filing
• Preparation of business documents, presentations and offers in English and Dutch
• Support with travel management, expense claims and compliance-related mobility reporting
• Coordination of customer and internal events, workshops, company days and other office initiatives

Human Resources & Recruitment

• Coordination of applicant management for the Dutch branch office
• Support for employer branding, recruitment campaigns, career fairs and recruitment events
• Administrative support for onboarding, offboarding and secondment-related formalities
• Preparation of local payroll, coordination with Central HR and administration of (new) Dutch benefits
• Operative support for (international) assignments
• Certification support
• Maintenance and updating of HR policies, organisational guidelines and travel expense regulations

• Broad professional experience in assistance or office management
• Knowledge of tax procedures and documentation preferred
• Very good command of English and Dutch
• German language skills are beneficial
• Sound knowledge of MS Office, especially Excel, desirable
• An aptitude for technical IT aspects is considered an advantage (e.g. with regard to selection, introduction and/or replacement of IT tools)
• High degree of independence and organisational and coordination skills

• Your Working Environment:

  In your day-to-day work at d-fine you can expect varied and challenging tasks in an international and collegial environment. Our corporate culture is characterised by open communication and a relaxed team atmosphere. You take on responsibility from an early stage and benefit from short decision-making processes.

• And many more:

  d-fine offers you various options to provide you with additional support. These include an attractive career and salary model. You also have a wide range of additional benefits at your disposal, such as 25 up to 30 days' holiday, a company pension scheme, accident insurance, a mobility programme as well as international company events and networking opportunities.

• Your Workplace:

  You will work in a modern office in the heart of Utrecht, with the option to work remotely part of the time, subject to agreement with your line managers.

• Your Development:

  At d-fine, we offer a comprehensive range of internal training courses and external programmes. You will benefit from personalized training opportunities and regular feedback.