Office Coordinator

At JetBrains, code is our passion. Ever since we started, back in 2000, we have strived to make the strongest, most effective developer tools on earth. By automating routine checks and corrections, our tools speed up production, freeing developers to grow, discover, and create.

JetBrains has offices in locations around the world, and we are currently looking for an Office Coordinator to join the Amsterdam Office Administration team. As the Office Coordinator, you will play a key role in ensuring a smooth and high-quality workplace experience by managing daily food and beverage services, maintaining cleanliness standards, and supporting general office operations. You will coordinate with service providers and vendors, supervise service standards and quality, review the assortment of food and beverages, respond to employees’ feedback, and foster a positive and well-maintained workplace environment.

Responsibilities:

Food and beverages (lunches, pantries)

• Estimate the headcount each week based on the number of employees in the office and expected guests.
• Monitor the quality of food and beverages daily.
• Collect and review employees’ feedback.
• Coordinate the servicing of coffee machines, water dispensers, refrigerators, and dishwashers.
• Conduct a regular inventory and evaluation of the food and beverage assortment.
• Communicate with the service providers regarding feedback, menus, schedules, and any issues or complaints.

Cleaning

• Coordinate daily and periodic cleaning operations with the cleaning company.
• Monitor the quality of the cleaning service daily.
• Conduct routine inspections to assess the overall cleanliness of the office.
• Ensure all hygiene-related supplies are adequately stocked.
• Monitor deep cleaning schedules, including floors, carpets, showers, and windows, and ensure timely execution.
• Review and act promptly on cleaning-related incidents or complaints and follow up on the resolution.

Office maintenance

• Perform daily general office checkups.
• Inform relevant parties about any office-related malfunctions and breakdowns.

Event support

• Organize food, beverages, and cleaning services for external and internal office events.
• Monitor and maintain the office events calendar and remind organizers and service providers about the necessary catering and cleaning.

Communication

• Communicate clearly with the Office Manager and the Maintenance Coordinator about all relevant issues.
• Conduct monthly reports and analyses of the service providers' performance and improvements.

Cross-team collaboration

• Events: Organize events in coordination with the HR and Events teams.
• Accounting: Track, review, and confirm invoices, and report discrepancies.
• Procurement: Assist in finding new suppliers and requesting necessary equipment.

Requirements:

• A combination of education and/or experience relevant to the role (e.g. office coordination and operations, office and facility management, and/or hospitality).
• Excellent communication and interpersonal skills to build and maintain strong working relationships with colleagues and service providers at all levels and from diverse backgrounds.
• Strong organizational, multitasking, and problem-solving abilities, and attention to detail.
• Service-oriented and proactive mindset with a positive and approachable attitude.
• Ability to prioritize tasks and work independently as well as collaboratively.
• Comfortable with basic budgeting, supplier coordination, and contract follow-up.
• Professional proficiency in both spoken and written English and Dutch.
• Proficiency in Microsoft Office and Google Workspace.