Office & Travel Coordinator

Netherlands·Amsterdammid

Administration & Office SupportTravel Coordinator

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Quick Summary

Key Responsibilities

Act as the primary face of Ebury for local employees and all global visitors, ensuring a warm, professional, and "enchanted" first impression.

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Administration & Office SupportTravel Coordinator

Ebury helps ambitious businesses unlock global growth, and we take the same approach with our people. We encourage innovation and movement, collaboration and problem-solving, and foster an environment where everyone can feel they belong, are valued, supported and empowered to succeed.

If you’re a collaborator who wants to help transform how businesses operate globally, get in touch - we’d love to discuss how Ebury can accelerate your career so you can shape the future.

Office & Travel Coordinator

As the ultimate Ebury Ambassador, you are the "heart and soul" of the Amsterdam office. Working closely with the Country Manager, Head of Sales, and the HR team, this is a varied and interesting position that requires someone with a flexible, proactive, and supportive approach.

Your mission is to transform our workplace and front-of-house operations into a first-class destination where every employee and visitor feels like a VIP guest in their own home. As part of your regional scope, you will also support our coworking space in Stockholm remotely. You will combine an enchanted personality and world-class hospitality with the rigorous operational discipline of a fintech leader. You don't just manage a space; you curate an experience that eliminates friction, handles robust local facilities, travel logistics, and compliance, and fosters a high-performance culture.

Reporting Line: Reports directly to the Office Manager Team Leader.
Main Stakeholders: Country Manager / Head of Sales.

Responsibilities

~4 min read

1. The "Enchanted" Workplace Experience & Ambassadorship

→Host-in-Chief: Act as the primary face of Ebury for local employees and all global visitors, ensuring a warm, professional, and "enchanted" first impression.
→Inbound Communications: Lead primary inbound communication channels and correspondence, including phone calls, mailboxes, and physical packages delivered to the office.
→New Joiner Experience: Lead the end-to-end onboarding journey, ensuring every new hire feels welcomed, inspired, and fully equipped from day one.
→Workplace Rituals: Execute the "Workplace Experience Program," managing daily social breaks, "Monday/Friday rituals," hot-desk administration, and site-specific improvement plans based on satisfaction surveys and employee feedback.
→Recognition & Milestones: Support employee engagement by creating and distributing anniversary gifts and hosting events to celebrate key professional and personal milestones.
→Marketing Collaboration: Maintain strong local collaboration with the central marketing team, supporting localised branding, corporate initiatives, business card orders, and branded administrative collateral to ensure global brand continuity.

2. Health, Safety, Landlord & Legal Compliance

→Safety Leadership: Lead the "Duty of Care" and Health & Safety programs with comprehensive policies and practices for both office-based and future home-based workers.
→Full Legal Compliance: Guarantee 100% health, safety, and workplace well-being compliance in strict alignment with local statutory regulations, ensuring all required environmental, building, and safety checks are executed flawlessly.
→Landlord Alignment & Maintenance: Direct accountability for ensuring the landlord/real estate providers remain fully compliant with contracted building safety standards, statutory technical checks, and reactive maintenance protocols.
→Training & Prevention: Organise all relevant local H&S staff training (First Aid, Fire Wardens) to maintain a "Zero Incident" environment.

3. IT Support & Digital Workplace

→Workstation Excellence: Collaborate with the central IT team to ensure flawless workstation setups, hardware deployment, and software/installation support for all employees.
→Local IT Bridge: Provide direct local support and act as the primary liaison between staff, meeting room technology, and central IT support.
→Inventory Management: Act as the on-site backup for IT inventory; track stock levels, receive new hardware deliveries, and coordinate with external suppliers for replenishments in direct collaboration with our IT team based in the London office.

4. Travel & C-Suite Logistics Support

→Travel Team Coordination: Support the central Travel team with administrative tasks and supervise the performance and compliance of our global travel business partner.
→C-Suite Support: Provide high-level booking, scheduling, and logistics support for Ebury's Senior Management Staff, C-Suite Management, and ExCo members when required.

5. Offices, Assets & Facilities Management

→Global Standardisation: Ensure all operational and service standards strictly align with Global GBS pillars and facilities management to maintain scalability and avoid excessive local customisation.
→Facility Services: Responsible for the effective running of all local contract services: cleaning, waste management, security, plants, coffee machines, pest control, and proactive building maintenance.
→Office Logistics: Manage meeting rooms, conference call facilitation, hot-desking, mailboxes, physical packages, and courier bookings.
→Supply & Snack Management: Oversee inventory and stock levels for stationery, company merchandise, kitchen supplies, morning breakfast setups, and office snack management.
→Corporate Mobility Support: Oversee local workplace fleet logistics, including ongoing monitoring, control, and administrative management of pool, leased, rented, or owned Company Cars, parking allocations, and localised mobility compliance.

6. Employee Engagement & ESG

→Social Architecture: Lead the planning and execution of monthly engagement activities, team-building initiatives, and major celebrations (Summer/Christmas events, bootcamps, and offsites).
→Culture & Impact: Collaborate with the ESG team and Women's Network to execute charity drives, donation campaigns, and sports clubs, fostering an inclusive workplace.

7. Financial Stewardship & Smooth Vendor Relations

→Project Management: Lead local space planning, internal moves, and workplace layout optimisation projects for the Amsterdam and Stockholm locations.
→Budget & Procurement: Lead service bid processes, negotiate with suppliers for budget optimisation, and actively manage the office spend, ensuring 95% of spend is transitioned to Purchase Orders (POs).
→Smooth Invoicing & Account Management: Take direct ownership of the office invoicing workflow, coordinating closely with corporate finance to ensure a frictionless process. Build strong relationships with vendors, establish accounts, validate statements, and guarantee timely payments.

Enchanted Personality: Naturally charismatic, proactive, and empathetic. You have a "service heart" and genuinely enjoy making people feel cared for.
Fintech Resilience: Ability to work at "Ebury Speed," remaining calm, analytical, and focused under pressure in a fast-paced, high-growth environment while meeting deadlines.
Ownership Mentality: You take initiative, act as a friendly and approachable teammate, find pragmatic solutions, and adapt dynamically to changing situations without waiting for instructions to solve a problem or improve an office workflow.

Experience: Demonstrable previous experience in Office Management, Corporate Hospitality, multi-site/office administration, or Workplace Experience in a corporate environment is essential.
Specialised Experience: Experience handling corporate purchasing, multi-vendor accounts, event coordination, or company car logistics is heavily valued.
Education: A degree in Business Administration, Tourism, or Hospitality Management is highly advantageous.
Safety Acumen: Proven background managing workplace facilities and Health & Safety policies. Familiarity with local prevention practices or an IOSH certification is highly desirable.
Language: Fluency in English (professional level) is required alongside local language skills (Dutch) to communicate efficiently with local stakeholders, building management, and global Ebury teams.
Digital Proficiency: Tech-savvy with a good understanding of IT hardware, meeting room technology, and office software (Google Workspace)

Competitive Starting Salary with an annual discretionary bonus that truly rewards your performance from day one.
Dedicated Mentorship: Learn directly from experienced managers who are invested in your success.
Cutting-Edge Technology: Leverage state-of-the-art tailor made tools and systems that enable you to perform at your best.
Clear, Accelerated Career Progression: Defined pathways to leadership and specialist roles within Ebury.
Dynamic & Supportive Culture: Work in a collaborative environment where teamwork and personal growth are prioritized.
Generous Benefits Package: Access competitive benefits tailored to your location, which typically include health care and social benefits.
Amsterdam Zuid Office: A fantastic location with excellent transport links.

You can also connect with me on LinkedIn - Fabienne Zigrit

#LI-FZ1

#LI-ONSITE

Ebury delivers sophisticated, integrated solutions — business accounts, hedging, and financing — on a single platform with a seamless workflow. Our success is built on a simple premise and singular purpose: To help businesses operate and scale globally.

Since its founding in 2009, Ebury has always been a fast-growing leader in fintech. Today, we bring together 1,800+ Eburians across nearly 70 cities and we’re always looking to add to our team.

At the heart of our offering is a proprietary platform, purpose-built to help businesses seamlessly streamline and manage global cash flow. We focus on continuous product evolution and innovation to build the infrastructure for borderless growth and help our clients scale at every stage.

The opportunities at Ebury are as diverse as our people, ranging from business development to engineering roles across our tech pillars.

We believe in inclusion. We stand against discrimination in all forms and are against the intolerance of differences that makes us a modern and successful organisation. At Ebury, you can be whoever you want to be and still feel a sense of belonging no matter your story.