Office & Facilities Manager SUPERSTAR

THE NO-NONSENSE SUMMARY: This position is ideal for dedicated and detail-oriented professionals eager to join a dynamic multinational organization. Reporting to the CEO in the Netherlands, you will coordinate global project management and documentation across multiple entities. This role is perfect for those who enjoy organizing, facilitating communication, and ensuring compliance with contracts and agreements. A general understanding of insurance, construction planning, and international collaboration is a plus. Be sure to read to the end of the description to ensure you don’t miss an important detail.

ROLE’S MISSION

Ensure smooth, organized management of office facilities and tenant relationships, while coordinating global projects efficiently, using strong organizational, research, and communication skills to maintain systems and project oversight across our international operations.

DESIRED OUTCOMES:

• Facility responsibilities are organized into systems, with calendars, checklists, and prioritized, researched work ready for action when time and budget allow.
• A clear overview of tenants, contracts, contractors, and projects are maintained with parent company ensuring efficient management of agreements.
• Projects between global entities, offices, or projects outside the Netherlands are maintained

CANDIDATE COMPETENCIES | Candidate is able to:

• Demonstrates high organizational abilities, effectively managing calendars, checklists, and tasks
• Strong problem-solving and research skills, quickly synthesizing information from diverse sources
• Writes and follows clear written instructions in both Dutch and English (ChatGPT allowed!)
• Adaptable in managing projects across multiple entities and international teams.
• Skilled in using productivity tools and software for task management, coordination, and research;
  we use Asana & MediaWiki for documentation and have a corporate ChatGPT account

THE ROLE
Yes, you read that right – we’re looking for a SUPERSTAR. If the title sounds unconventional, it’s because CAPLINQ is too. We’re seeking that special someone with exceptional skills in coordinating global project management while effectively communicating with international teams and stakeholders.

Let me come right out and say that we welcome recent graduates with strong organizational skills, as well as more experienced professionals with a background in project coordination. Salary and benefits will be commensurate with experience and skill set.

At CAPLINQ, you won’t be dealing with monotonous tasks or rigid routines. Instead, you will be at the heart of our global project coordination, taking on a wide range of responsibilities that will keep you engaged and constantly learning. Your role will involve not just managing documentation and timelines, but also ensuring compliance with contracts and agreements.

You will be successful in this position if you are proactive, detail-oriented, and capable of juggling multiple tasks with ease. If you consider yourself someone who thrives in a dynamic environment and enjoys being the go-to person for getting things done – keep reading.

As a fast-growing multinational, our operations span across various regions, requiring meticulous coordination and support. Our team values a collaborative approach, and we are looking for someone who can seamlessly integrate into our workflow, bringing both efficiency and enthusiasm to the table.

Does this type of work inspire and motivate you? Then I encourage you to read on. If, on the other hand, you’re already exhausted reading this, I recommend you take a nap and check out another job post.

So, what will you be doing?
The position and responsibility will grow along with you.  As a small, but growing company, the role will be exciting for you if you enjoy a broad range of activities and aspire for career growth in a growing organization as you master the activities described hereunder.

1. Company Office and Facility Management (about 40% of your time)

You are responsible for managing office utilities, supplies, and access control systems, while coordinating maintenance, repairs, and service provider comparisons. The role also includes organizing customer visits and creating task checklists for employees.

Examples of activities:

• Oversee utility bills, negotiate rates, and manage office key fobs and parking passes.
• Research and compare insurance, pension plans, and other service providers.
• Coordinate office maintenance, repairs, cleaner schedules, groceries, coffee and office supplies
• Coordinate banking arrangements, KvK documentation, tax authorities and other Dutch correspondences 
• Organize customer visits and create task checklists for employees.

2. Building, Tenant and Contract Management (about 40% of your time)

You are responsible for managing tenant agreements and coordinating communication with tenants, contractors, and authorities during and after the building’s redevelopment. This includes handling permits, overseeing construction, and maintaining parking and access systems.

Examples of activities:

• Coordinate with contractors, builders, & government authorities to obtain permits for ongoing construction phases
• Track and manage rental agreements, ensuring timely renewals and clear communication with tenants
• Serve as the primary point of contact for contractors and vendors, handling service agreements and related issues
• Oversee maintenance of parking lots, access barriers, and facility infrastructure
• Manage tenant-related requests, resolving issues and coordinating ongoing building projects

3. Global Project Coordination (about 30% of your time)

You are responsible for coordinating global projects across CAPLINQ’s entities, ensuring alignment with HQ strategies in areas like insurance and construction planning. This includes facilitating communication, tracking deadlines, and supporting project execution across international teams.

Examples of activities:

• Coordinate with global entities to ensure insurance coverage aligns with HQ requirements.
• Facilitate communication between international teams to track project timelines and deliverables.
• Oversee building and construction plans, ensuring consistency with HQ strategies.
• Support project managers with documentation, research, and reporting on global initiatives.
• Monitor progress on cross-office initiatives, ensuring key milestones and deadlines are met.

DESIRED SKILLS AND EXPERIENCE 

What mindset do you require?
Skills can be learned. Mindsets, though they can be learned too, are more often a part of who you are. We value the mindset at least if not more than either experience or hard skills.

1. Curiosity – We want a person who is curious, and rarely satisfied with the first answer. If you find something that doesn’t agree with what you already think, then we want someone who wants to know why. 
2. Attention to Detail – We want a person who is organized, manages their time well and has good observation skills. Hint! Don’t forget to read the last paragraph 😉
3. Continuous Improvement – People and processes can always get better. We’re looking for someone who questions every process to see if there’s no room for improvement.
4. Courage – Bosses make mistakes and colleagues aren’t always fair. That’s life. We’re looking for someone who may be afraid to confront these issues, but does it anyway.

What skills do you NOT need?
Before we list the skills you do need, it is important that you know what skills or experience we do NOT require:

• Product knowledge: You do not need to know anything about any of the products CAPLINQ sells, nor any of the services we provide. All will be taught on the job.
• Lots of work experience: We are open to accepting entry-level candidates with the right mindset and can learn on the job. On the other hand, if you have a lot of experience, you are also encouraged to apply. Salary will be commensurate with skills and experience.

What skills do you require?

Very few hard skills are required. Candidates will be required to:

• Pick up the phone and call basically anyone! (Constructors, contractors, tax authorities or government agencies)
• Be a positive team player. A positive attitude and energy feed the team and we can always use more.
• Pay attention to detail. The very last paragraph of this job vacancy has very important information. Be sure you read it twice before applying.

Skills not required, but that get bonus points (any of them count):

The job does not require these skills, but they are welcome extras, be sure to mention them.

1. Schoevers. We know what it means.
2. Experience with International / Global business

There is no need to send your CV unless it looks awesome and you want to impress us with how it looks.  Otherwise, we will use your LinkedIn profile (better make sure it is complete!).  

Instead, candidates wishing to apply are requested to send an email to hr@caplinq.com that includes:

• A link to your LinkedIn profile (not a CV)
• A one-page, personal motivation letter

Let me repeat that last part in a different way… We are looking for people who stand out from the crowd with a well-written, enthusiastic one-page letter telling us why this position speaks to you and what you could bring to the team. 

If all you do is send a CV (we told you not to), and no motivation letter your application will be discarded without even being read.