Office Coordinator

📍 Eindhoven HQ (5 days a week in Eindhoven)

🚀 The Short Pitch (What you tell people at parties)
Sendcloud is the leading shipping platform for e-commerce in Europe. We are on a mission to Solve Shipping Globally. We help over 30,000 merchants, from small webshops to big mid-market merchants, save time, money, and frustration on their logistics, so they can focus on growing their business. We’re one of Europe’s fastest-growing tech companies, and we’re just getting started.

The Role 💼
We are looking for a highly energetic, organized and detail-oriented Office Coordinator. You are the "heartbeat" of the office and the supportive force behind our leadership team. You will manage the daily rhythm of the office, from warm welcomes and ensuring our office is running smoothly to providing the best support to some of our executive team members, like our CEO on travel and calendar management. You will thrive in a very diverse role that balances high-energy, hands-on hospitality with focused administrative coordination, giving you the variety of managing our physical space one moment and organizing digital logistics the next.

If you had a slogan, it would be: "I make it happen."

Key Responsibilities 🧐

This role is divided into two main areas of focus:

1. Office Management & Front Desk (The "Face" of the Office)

You take pride in the state of our workspace and ensure everything runs smoothly on the ground.

• Front desk hospitality: You are the first point of contact for employees, visitors, candidates, and partners. You greet them warmly, offer beverages, and notify their hosts.
• Office appearance: You ensure the office looks pristine in collaboration with our cleaning company, but you’re also not a stranger to picking up work yourself. This includes keeping meeting rooms tidy, ensuring the kitchen is stocked and clean, and managing the overall "look and feel" of the workspace. 
• Supplies & inventory: Managing stock for office supplies, groceries, snacks, and branded merchandise (swag). You ensure we never run out of coffee!
• Deliveries & mail: Managing incoming and outgoing post and courier packages.
• Events & culture: Assisting with organizing office drinks, lunches, or small internal team events.

Building special moments: We highly encourage you to create special, surprising moments yourself for the people in our office (ice creams during summer anyone?)

2. Executive Support (The "Right Hand")

You provide essential administrative support to specific members of the executive leadership team (like our CEO) to free up their time.

• Calendar Management: scheduling internal and external appointments, ensuring there are no conflicts, and that meeting logistics (rooms, links) are sorted.
• Travel Coordination: Managing end-to-end travel arrangements including booking flights, hotels, trains, and making restaurant reservations.
• Expense Management: Handling the administration of receipts, invoices, and reimbursements (e.g., via Navan).
• Gifts & Appreciation: Organizing gifts for partners or employees on behalf of the executive leadership team.
• Light Communication: Monitoring specific email threads or assisting with simple correspondence when required.

Our perfect match 💗

• Is a Dutch native who speaks and writes English fluently.
• Experience: 1–4 years of experience in a similar role (reception, hospitality, administrative assistant, or office coordination).
• Hospitality Mindset: You are naturally service-oriented. You notice when a guest needs water or when a meeting room chair is out of place.
• Tech-Savvy: Comfortable using Google Workspace (Calendar, Gmail, Drive/Docs/Sheets), Slack, and booking tools.
• Organizational Skills: You enjoy structure and have a knack for details. You rarely drop the ball on a booking or a delivery.
• Communication: Fluent in English and Dutch (written and spoken). You are polite, clear, and professional.
• Adaptability: You are comfortable switching gears quickly between getting our coffee machine fixed and booking a flight to meet with investors.

Not A Personal Assistant: You will not be picking up dry cleaning or walking dogs.

Our values

• 💩  No bullshit: We don’t like big egos, we like honesty, transparency & openness. Share your mistakes with us and learn from them!

• 🎯  Grow & Win: Keep on learning and improving, from each other, mistakes and by actively searching for ways to keep on developing your skills

• 🎠  Have fun: You are not afraid to be yourself and you love to be surrounded by your awesome colleagues!

Benefits 🎉

• Working in an internationally oriented, fast-growing, certified Great Place to Work! 📌

• A good base salary that grows with the company and your accomplishments

• Bonus agreement based on your own performance 

• A flexible hybrid working model and a dedicated €500 budget to set up your home office 🏠  

• After 3 years of employment, you get a sabbatical of 4 weeks from us

• Keep growing with a study budget of €2.000,- per year!

• Stay fit in our Sendcloud gym and weekly bootcamp sessions!

• Pension scheme

• Discount on health insurance 

• Access to many different discount programs, shop til you drop! 🛍