Office Administrator

Are you someone that sees everything, that has an eye on the details and works proactively? Someone who’s organised and confident enough to make suggestions for improvements or takes action without being asked? Do you take pleasure in supporting your colleagues with fun events and a fully stocked cupboard? Are you looking for a flexible role with friendly colleagues and regular lunches together? Then QPS might be the place for you!

The Office Administrator role is temporary role until end of March 2027, that may extend into a permanent role. You would be responsible for organising, coordinating, and optimising office activities and procedures. The aim is to ensure smooth daily operations within the organisation and to support the overall efficiency and effectiveness of business processes.

The Office Administrator:

• Reports directly to the Operations Manager.
• Works closely with department heads and the finance team.

Key Responsibilities

Administration & Organisation

• Oversee and support administrative tasks in the office.
• Manage incoming and outgoing communications (phone, email, mail).
• Manage and monitor three shared mailboxes
• Maintain basic administration such as Chamber of Commerce registrations and NEN documentation.
• Arrange business travel, including booking flights and hotels for staff.
• Facilitate internal meetings and training sessions.
• Support the sales team with administrative tasks.
• Handle shipments: sending and receiving packages.
• Keep licenses and other contractual matters up to date.

Financial & Purchasing Administration

• Process purchase invoices.
• Process purchasing invoices in Jira.
• Reconcile credit card statements.
• Process sales invoices.
• Coordinate purchasing-related admin activities.

Facility Managemen

• Responsible for building management, including contact with cleaning services, maintenance, and suppliers.
• Take care of office plants and general cleanliness.
• Act as the main point of contact for suppliers and coordinate cleaning activities.
• Order and manage office supplies.
• Order office and personnel supplies.

Reception & Hospitality

• Welcome guests and register visitors.
• Answer phone calls and handle general inquiries.

Events

• Organize company outings, social activities and the weekly lunches.

Expected Behaviour and Knowledge

Professional Skills

• Management of facilities; should follow established procedures, be able to coordinate maintenance and cleanliness and to lead and execute various projects
• Secretarial tasks should be handled confidently, courteously and confidentially
• Events should be planned, coordinated and executed while keeping stakeholders informed

IT Skills

• Be able to open and navigate Microsoft applications
• Beginner level Word and Excel
• Be familiar with or willing to learn Jira and Confluence

Interpersonal skills

• Attention to detail
• Ability to give and receive feedback (we offer training on this)

Apply for this position

Have you become enthusiastic? Then apply directly:

 

We look forward to receiving your resume and motivation!