Office and People Coordinator

We’re excited to be hiring an Office and People Coordinator to join our People Team. If you love creating a smooth, organised and positive workplace experience, this role puts you right at the heart of it. You’ll keep the office running seamlessly, support our leadership team, and play a hands‑on role in delivering the people processes that shape our employee experience. It’s a brilliant opportunity for someone who enjoys being the go‑to person and making things work better for everyone.

What you will be doing…  

People Administration:

• Provide day‑to‑day HR Admin support to managers and employees.

• Manage employee lifecycle administration: leavers, system updates, and personnel records

• Support the administration of learning and development activities, including booking training, tracking attendance, and maintaining training records.

• Manage the monthly payroll process for all Netherlands employees.

• Liaise with external providers on payroll, pensions, and insurance matters.

• Oversee the local company car fleet, ensuring accurate records, timely renewals, and smooth coordination with employees and suppliers.

• Champion employee engagement initiatives by coordinating activities and supporting communication efforts.

Executive support

• Proactive diary management, arranging meetings, booking rooms, and arranging catering

• Setting up telephone and video conference calls / meetings

• Administrative work, including copying, binding, scanning and supporting documentation

• Greeting visitors and staff, and giving access to the building

• Team communications

• Booking travel and accommodation

• Fielding incoming telephone calls and queries, and responding to emails

• Collate and process personal expenses using Concur expense system

• Raising and receipting Purchase Order numbers, invoices and bills etc on SAP System

• Maintaining employee records (starters and leavers) on online platforms

• Running standard reports off the online systems and following up with relevant actions for the management team

• Ensure the supply of office equipment

• Organise and carry out filing and archiving of correspondence/information

• Handling sensitive information professionally

• Assisting with organising internal events, workshops, or conferences.

• Identifying opportunities to streamline administrative workflows

• Any other duties as assigned from time to time

Office Management

• Management of the overall office environment: desk planning and location, department/ staff layout and location, provision of services, induction for new starters, notice boards

• Set and deliver the security, access and employee identification requirements for the offices

• Management of meeting room bookings, catering requirements, IT, and presentation material

• Liaise with the Cleaning and Maintenance teams to maintain a hygienic, clean and well-presented office environment at all times

• Overseeing relationships with office suppliers and ensuring stock of essential materials (stationery, equipment, refreshments).

• Ensuring the office meets health and safety standards and coordinating emergency preparedness plans.

• Managing office-related costs and ensuring efficient use of resources.

• Organising office events or initiatives that improve workplace culture and employee experience.

• Ensuring IT equipment, office tech, and communication systems are functioning smoothly.

• Ensure the effective organisation and operations of the office in the Netherlands, overseeing day-to-day management.

• Manage and oversee the office budget, ensuring financial efficiency, cost control, and alignment with business goals.

• Plan, facilitate, and execute community days in the Netherlands, fostering engagement and meaningful participation.

What skills, experience, and knowledge will you need to be successful?  

• Experience in an Executive Assistant role

• Excellent Microsoft Office skills, especially in Word, PowerPoint & Excel

• Very strong organisational aptitude with the ability to multi-task and prioritise across a range of projects

• Experience of working with budgets or finance would be beneficial

• A strong sense of discretion

• A can do attitude to be the face of the office

Who are we?  

At Unibail-Rodamco-Westfield (URW), we develop and operate a portfolio of sustainable, premium, mixed-use real estate assets across Europe and the United States. Driven by our purpose to Reinvent Being Together, we are committed to accelerating urban regeneration and rethinking how we live together in cities. Today, 2,000 dedicated individuals are working together to reshape the future of real estate and shopping centres by creating innovative, engaging spaces that truly redefine community connections. 

Our flagship destinations are more than just places; they're the heartbeat of the community. We empower our employees to make a real impact through volunteering, DE&I programs, and leading ESG efforts. URW is at the forefront of experiential entertainment, constantly pushing boundaries to craft unforgettable in-person and digital experiences. By surprising and delighting our customers, we create magical moments and reinvent togetherness in every interaction. 

Within our Northern Europe Region - spanning the Netherlands, Denmark, Sweden, and the UK - we own and manage eight exceptional assets. These include Westfield Mall of the Netherlands, Stadshart Amstelveen, Westfield London, and Westfield Stratford City. 

As an international company, our primary internal language is English. Therefore, we kindly ask that you submit your application and resume in English. 

Why work for us:  

We put people's development and learning at the heart of what we do. We'll help you master your role, build your technical skills, and take advantage of top-notch management and leadership programs. From face-to-face workshops to our global online learning resources, we encourage you to make learning a part of your daily routine. 

We offer a fantastic bonus scheme, and many other incentives, including company health insurance , which is available at a reduced tariff.  We offer a one-year contract with an option to extend to permanent; You will get a meal allowance of € 2,- per day and a commuting allowance of € 0,32 cts per km, or an NS business card. Our company culture centres on caring for our employees and supporting their success. With diverse roles, you won't be limited to one area but have the chance to grow a broad range of skills and experiences. 

Want to know more about what it's like working at URW? Visit our site https://www.urw.com/join-us/life-at-urw   

What Matters to Us: 

At URW, our purpose is to Reinvent Being Together, reimagining how people and communities connect, socialise, and experience dynamic moments in unique and meaningful ways. 

We are proud to promote equal opportunities and embrace diversity in profiles, experiences, and skills. At URW, we believe that diversity is the cornerstone of our success, and we are dedicated to fostering an environment that respects, values, celebrates, and leverages individual differences to their fullest potential. 

We evaluate each application with fairness and without discrimination based on disability, age, gender, origin, religion, sexual orientation, or any other legally protected characteristics. Our commitment is to provide equal access to our services for everyone. If you require any adjustments for your interview, please let us know in advance, so we can support you accordingly. 

As part of our commitment to maintaining a safe and trustworthy working environment, we conduct comprehensive security checks on all employees prior to their start date. These checks may include identity verification, employment history, and criminal record screening, in accordance with applicable laws and regulations. 

Join us and be part of a team that's making a real difference in your local communities!