Office Manager

at  SolarEnergyWorks

Location: Utrecht
Full-time/Part-time/Internship: Full-time
The Opportunity
Formed in 2021 through the merger of NaGa Solar with the existing Ampyr Energy UK solar joint venture between AGP Group and Hartree Partners, the company is now going through a major brand transformation, unifying under a single brand, AMPYR Solar Europe (ASE). Active in Germany, the Netherlands and the UK, ASE is transitioning from the Development of solar projects to Construction and Asset Operations.

Job Responsibilities

• Keep the office organized and pristine at all times.
• Professional handling and communication with all office relations (where possible also for Maastricht office): the management of the office building/landlord, the cleaning company (if applicable), suppliers (such as suppliers of office services, equipment and supplies (internet, utilities, etc.).
• Oversee and manage the stock of consumables and place orders to sufficiently stock (food, office supplies and stationery) (where possible also for Maastricht office).
• Oversee that Health & Safety rules in the office are followed at all times.
• Answer calls, welcome visitors and fulfill other hostess/host duties.
• Receive, sort, distribute and answer physical incoming mail and e-mails arriving at the general e-mail address of AMPYR Solar Europe, Netherlands division, in a timely manner. Prepare and send physical outgoing mail in a timely manner.
• Assist with meeting preparation and organisation (including booking and preparing meeting rooms with associated functioning IT equipment, arrange refreshments, etc.) in collaboration with the meeting organizers. Post meetings: return the meeting room back in pristine condition.
• Assist in the preparation and organisation of team events.
• Take notes of (internal) meetings and when required by senior management.
• Collaborate closely with HR to enhance the team spirit in the office and encourage working in the office. Celebrate birthdays and other occasions of colleagues (arrange gifts) and organize office events.
• Collaborate closely with HR to ensure that new joiners receive a professional and warm welcome during their first working days; help ensure the full onboarding is well organized.
• Assist IT by keeping track of the stock of (new and spare) laptops and other equipment; have laptops and other equipment ready for new joiners in cooperation with IT and HR.
• Manage the company equipment. Keep updated records of employee equipment; update relevant data in HR system.
• Cooperate with IT and HR on the employee off-boarding process, ensure that all of employee’s company equipment is returned before an employee has left the company. Store and administratively process the equipment.
• Support marketing with all kinds of marketing activities, including, for example: organizing events, marketing campaigns, residents’ meetings, etc.
• Assist with travel arrangements for senior executives upon request (also outside office hours).
• Support colleagues with administrative tasks.

Requirements

• Excellent interpersonal skills and professional demeanor.
• Strong organisation and administrative skills.
• Excellent knowledge of MS Office.
• Creativity and ability to suggest improvements.
• Fluency in verbal and written Dutch.
• Fluency in verbal and written English.
• Attention to detail.
• Good team work and proactive mentality.
• Initiative, independent with a hands-on work style.
• Reliability and discretion.

What we offer?

• Competitive compensation
• Pension plan
• An active environment in a fast-growing market
• Varied job content within an international and dynamic organization
• Balance of independence and teamwork
• Opportunity for professional and personal growth
• Office location in Utrecht
• Contribute to the growth of renewable energy and sustainability in the Netherlands and beyond

• Keep the office organized and pristine at all times.
• Professional handling and communication with all office relations (where possible also for Maastricht office): the management of the office building/landlord, the cleaning company (if applicable), suppliers (such as suppliers of office services, equipment and supplies (internet, utilities, etc.).
• Oversee and manage the stock of consumables and place orders to sufficiently stock (food, office supplies and stationery) (where possible also for Maastricht office).
• Oversee that Health & Safety rules in the office are followed at all times.
• Answer calls, welcome visitors and fulfill other hostess/host duties.
• Receive, sort, distribute and answer physical incoming mail and e-mails arriving at the general e-mail address of AMPYR Solar Europe, Netherlands division, in a timely manner. Prepare and send physical outgoing mail in a timely manner.
• Assist with meeting preparation and organisation (including booking and preparing meeting rooms with associated functioning IT equipment, arrange refreshments, etc.) in collaboration with the meeting organizers. Post meetings: return the meeting room back in pristine condition.
• Assist in the preparation and organisation of team events.
• Take notes of (internal) meetings and when required by senior management.
• Collaborate closely with HR to enhance the team spirit in the office and encourage working in the office. Celebrate birthdays and other occasions of colleagues (arrange gifts) and organize office events.
• Collaborate closely with HR to ensure that new joiners receive a professional and warm welcome during their first working days; help ensure the full onboarding is well organized.
• Assist IT by keeping track of the stock of (new and spare) laptops and other equipment; have laptops and other equipment ready for new joiners in cooperation with IT and HR.
• Manage the company equipment. Keep updated records of employee equipment; update relevant data in HR system.
• Cooperate with IT and HR on the employee off-boarding process, ensure that all of employee’s company equipment is returned before an employee has left the company. Store and administratively process the equipment.
• Support marketing with all kinds of marketing activities, including, for example: organizing events, marketing campaigns, residents’ meetings, etc.
• Assist with travel arrangements for senior executives upon request (also outside office hours).
• Support colleagues with administrative tasks