Key Skills

Job Description

Purpose of the Role The Office assistant is responsible for providing administrative, office management, and general services support to the Project, ensuring the efficient operation of office facilities, workplace services, supplier coordination, and day-to-day administrative activities. The role acts as a key support function for project personnel by coordinating office requirements, procurement of office supplies and equipment, vendor management, scheduling, travel arrangements, facility services, and workplace logistics. The Office Assistant contributes to maintaining a productive, organized, and professional working environment. Key Responsibilities Office Administration Coordinate day-to-day office administration activities. Maintain office records, filing systems, and administrative documentation. Manage incoming and outgoing correspondence and deliveries. Organize meetings, appointments, and administrative schedules. Support project personnel with administrative requests. Office Facilities Management Monitor office facilities and workplace conditions. Coordinate maintenance and repair activities for office equipment and facilities. Ensure office areas remain functional, organized, and adequately supplied. Liaise with building management and service providers. Support office relocations and workspace setup activities when required. Procurement & Supplier Coordination Manage procurement of office supplies, furniture, stationery, consumables, and workplace equipment. Obtain quotations and coordinate purchasing activities. Maintain relationships with office suppliers and service providers. Monitor inventory levels and replenish supplies as required. Track purchase requests and delivery status. Vendor Management Coordinate external service providers, including cleaning services, courier companies, office suppliers, catering providers, and maintenance contractors. Monitor supplier performance and service quality. Maintain vendor records and contact databases. Support contract administration and service renewals where applicable. Travel & Logistics Support Coordinate travel arrangements, accommodation bookings, transportation, and logistics support for project personnel. Organize visitor access and meeting logistics. Support onboarding activities for new employees and visitors. Assist with event and workshop coordination. Financial & Administrative Support Process office-related purchase requests and invoices. Support budget tracking for office services and administrative expenses. Maintain records of expenditures and supplier services. Assist Administration & Finance teams with administrative documentation when required. Reporting & Compliance Maintain office service records and supplier registers. Prepare administrative and facilities reports. Monitor office-related KPIs and service performance. Ensure compliance with company procedures and administrative standards. Key Deliverables Office Procurement Requests Supplier & Vendor Registers Office Inventory Records Travel & Accommodation Arrangements Administrative Reports Facilities Maintenance Records Service Provider Tracking Reports Office Budget Tracking Logs Required Qualifications Professional Certifications Administrative Management or Facilities Management certifications are desirable. Experience Minimum 2 years of experience in office administration, general services, facilities coordination, or office management. Experience supporting project environments, engineering companies, construction projects, or corporate offices is desirable. Experience managing suppliers, purchasing processes, and office operations. Technical Skills Office Administration Supplier & Vendor Management Procurement Coordination Facilities Management Travel Coordination Inventory Control Microsoft Office Suite Administrative Reporting Language Requirements Professional proficiency in English, both written and spoken. Advanced level in Dutch, both written and spoken. #FCC #FCCConstruccion #FCCConstruction #WeAreFCC #Hiring #OfficeAssistant #Rotterdam #NetherlandsJobs

Core Responsibilities

Coordinate daily office administration, facilities, procurement, suppliers, inventory, travel, and workplace logistics to support project personnel. Maintain administrative and supplier records, support invoice and budget tracking, prepare reports, and ensure office services comply with company procedures.

Requirements

At least two years of experience in office administration, general services, facilities coordination, or office management is required; experience in project, engineering, construction, or corporate environments and supplier purchasing is desirable. Professional proficiency in written and spoken English and advanced written and spoken Dutch are required; administrative or facilities management certification is desirable.