Office Assistant

OTB is an international fashion group, powering a range of global, unconventional brands, including Diesel, Maison Margiela, Marni, Viktor&Rolf, and Jil Sander. The group also controls and manages the Staff International and Brave Kid companies, and holds a minority investment in L.A. brand Amiri. OTB embodies the brave, innovative and unapologetic spirit and vision of its founder and president Renzo Rosso, who disrupted the world of fashion with an open-minded, highly creative mentality, aimed at “building not the biggest, but the most alternative fashion group,” as he stated. As its name suggests, - OTB stands for “Only The Brave”.

To manage the Facilities function efficiently and provide a professional support service to all OTB employees in a cost effective and timely manner across Diesel & Viktor&Rolf for Netherlands and Belgium. Promote a positive image that in line with our brand values.  Manage the maintenance and cleaning of all OTB buildings and mechanical systems, responding to urgent maintenance issues and reporting any deficiencies. 

 

Key responsibilities and accountabilities: 

Front of House
•    Responsible for maintaining a neat and tidy look of the office on a daily basis
•    Books couriers as necessary ensuring appropriate sign off/paperwork
•    Manages all stationary needs both general and corporate stationary
•    Manage the high volume of calls efficiently and professionally making best use of technology available
•    Offer excellent customer service to all visitors onto the OTB planet, ensuring they are all welcomed and handled in a professional way and logged in the visitors book
•    Offering internal support network to all departments
•    Manage process for all postage and couriers
•    Responsible for general supplies and services to Head Office fostering great relationships with vendors and suppliers
•    Organise all necessary sundry items, such as beverages, snacks, toiletries
•    Office ambassador for sustainability matters


Budget Control
•    Plans and tracks regional facilities budget
•    To raise Purchase Orders for any items of services as soon as they are requested
•    Regularly review suppliers and sub-contracts to ensure we receive cost effective business solutions 


Maintenance, Suppliers & External Relationships
•    Works with others in the building to coordinate and facilitate any maintenance and/or repairs as necessary in a timely manner and within budget
•    Maintains and updates all maintenance trackers
•    Maintain good working relationships with all suppliers and sources new suppliers where appropriate 
•    Meet regularly with any key sub-contractors to review service provided 
•    Weekly (recorded) building walkthroughs to check progress of current maintenance issues and identify any new – including extra cleaning requests.
•    Organise and deal with Planned Maintenance (Fire Alarms, Fire Extinguishers, PPL, PRS, PAT testing, Hard-wire testing, Air-conditioning etc) – ensuring Service Levels are adhered to by suppliers.
•    Organise and deal with Contract renewals for both Cleaning and Maintenance
•    Coordinator preventive maintenance and repair programs, and cleaning service on all OTB buildings (Hos, warehouses, stores, outlets and departments)
•    Ensure to maintain and continue operation of mechanical systems like HVAC systems, boiler, fans, electrical switch gear and UPS systems, fire system & security system
•    Inspect entire OTB buildings/stores (Hos, warehouses, stores, outlets and departments) to identify general corrective maintenance as necessary for proper maintenance and operation of various equipment, fixtures, etc on a regular basis

 

Security
•    Responsible for managing security of the building and being point of contact for any issues surrounding burglar alarms 
•    Responsible for maintaining up to date Key Holder training and log of key holders (key holders to be discussed with HR Manager).
•    Identify and action Security needs for the buildings e.g. lock changes.
•    Record any incidents and report to Police.


Working Relationships & Communication    
•    Ensures prompt action and communication to key stakeholders 
•    Communicate confidently, concisely and clearly, both verbally and in writing at all times
•    Adopts a ‘happy to help’ attitude
•    Manages expectations politely and ensures action taken as advised

•    Acts with OTB values at all times
•    Fosters and builds great working relationships internally and externally


Confidentiality

To maintain strict levels of confidentiality with regard to all areas of the business with specific reference to personal details of employees, salaries and commercial information.


Skills & Capabilities

•    Multi-tasking in a fast-paced environment
•    Knowledge of Microsoft Office programs
•    Strong problem-solving skills
•    Time management skills
•    Dutch speaking an advantage but not mandatory


Personal Profile

•    Acts as an OTB Ambassador at all times 
•    Is friendly, helpful and a ‘can do’ attitude
•    Flexible and adaptable
•    Self motivated and committed
•    Excellent time keeping, priority setting and organizational skills
•    Tenacious, takes responsibility and ownership
•    Acts as business partner and project manager towards role, tasks and responsibility
•    Must be an efficient, solution based thinker
•    Leads by example and follows best practice

 

Previous Experience

•    Experience of a fast paced, service driven office environment
•    Must have previous experience of managing services & suppliers
•    Must have excellent communication skills, written and verbal
•    Must have experience of managing multiple sites
•    Experienced with managing budgets

 

#LI-AR

Location: 

Amsterdam, NL

Employment Type:  Full time
Function:  General
Seniority:  Professional