Shape your future with the best

Position Summary

The Asset Management Assistant will play a critical role for back-office asset management activities, with a particular focus on collaborating with the Head of Netherlands and the wider asset management and corporate functions. The assistant will also support the day-to-day operations of the Amsterdam office, ensuring a productive and welcoming environment for our team and visitors. 
This position requires a high level of reliability, attention to detail, and organizational efficiency, and is well-suited for a proactive individual who thrives in a new and dynamic, fast-paced, international environment.
The ideal candidate has 5+ years of experience in a similar administrative or team assistant role, ideally in a real estate services setting.

Key Responsibilites

1. Back-office Support

• Provide proactive legal and administrative assistance to the Head of Netherlands and selected members of the leadership team:

• Drafting lease agreements, addenda and other lease-related documents
• Managing asset-related documentation flows and filings
• Tracking contractual and commercial processes

• Manage calendars, schedule meetings, and coordinate internal and external appointments
• Support team travel arrangements, including booking transportation and accommodation, managing travel expenses, and preparing itineraries.

2. Office Coordination / Operations

• Support the day-to-day functioning of the Amsterdam office, supporting a team of up to 9 people.
• Liaise with external vendors, facility management, and service providers to ensure a professional office environment. Ensure the office is well-maintained, stocked, and functioning efficiently.
• Support onboarding of new employees by coordinating desk setups, IT access, and welcome materials in close collaboration with central IT & HR.
• Oversee health & safety compliance and emergency procedures for the Amsterdam Office.
• Activities for fleet management for all company cars in the Netherlands.

3. Meeting & Event Preparation

• Organize team meetings, prepare agendas, take meeting minutes, and follow up on action items.
• Support the planning and logistics of internal events, workshops, and external visits for the Amsterdam Office.

4. Document & Communication Management

• Prepare, proofread, and format presentations, reports, and correspondence in Dutch and English.
• Handle confidential information with discretion and maintain accurate filing systems (both digital and physical). Maintain office documentation and records.
• Support invoice processing and administrative coordination with finance as needed.
• Monitor office-related expenses and assist with budget planning.
• Foster a positive office culture and support internal communication.

Your profile

Qualifications & Experience

• 5+ years of experience in a commercial real estate / property management / asset management assistant role, within real estate services. Experience with onboarding of assets is a plus.
• Experience working in a dynamic, international office environment with multiple stakeholders and priorities.
• Fluency in English and Dutch is required; other languages (especially German) are a plus.
• Proficiency in MS Office Suite (Outlook, Word, PowerPoint, Excel); familiarity with expense and travel systems like TravelPerk is a plus.
• This is not a stepping-stone role but a responsible support function with a high level of ownership within the Asset Management team.

Skills & Competencies

• Highly organized with strong time-management and multitasking skills. 
• Detail-oriented with a proactive, solution-oriented approach to problem solving.
• Strong communication and interpersonal skills, with a service-oriented mindset.
• Ability to handle sensitive and confidential information with professionalism and discretion.
• Flexible and collaborative team player who enjoys supporting others and contributing to a positive office culture.

Position Summary

We are seeking a highly organized and detail-oriented Technical Asset Manager Coordinator to join our Technical Asset Management Team. This role serves as the critical administrative backbone supporting Technical Asset Managers in executing construction projects efficiently, while acting as the primary interface between Finance/Accounting teams. You will handle system maintenance, vendor management, contract administration, and ensure all vendors, contracts, purchase orders, and guarantees are accurately and compliantly processed according to the established Project to Profit workflow.

Key Responsibilites

Contract & Vendor Management

• Negotiate project contracts and orders with vendors in collaboration with Project Managers
• Conduct vendor KYC (Know Your Customer) processes and fulfill vendor registration forms
• Execute call-backs on bank details to verify vendor information
• Create and maintain CAPEX vendors in system
• Ensure vendor data accuracy and compliance with company standards

Purchase Order Administration

• Create and send Purchase Order (PO) forms to vendors
• Generate Purchase Orders in system for construction costs based on Powers of Attorney 
• Ensure POs align with budget allocations and approval thresholds
• Communicate PO numbers and relevant information to stakeholders
• Maintain accurate PO documentation and tracking

System & Data Management

• Support system maintenance for construction project data in system
• Assist with data entry and validation to ensure system integrity
• Coordinate with Data Management (DM) teams on project setup and budget entries
• Maintain organized digital filing systems for contracts, invoices, and project documentation

Budget Support & Coordination

• Support budget allocation processes to sub-categories as assigned
• Coordinate between Construction Managers and finance teams on budget-related matters
• Assist in tracking budget versus actuals reporting
• Ensure proper project coding for financial transactions

Invoice Processing Support

• Facilitate smooth invoice processing workflows
• Coordinate with Real Estate Controlling and Center of Excellence (COE) in India on invoice management
• Support the approval process for vendor invoices in collaboration with Construction Managers
• Ensure timely resolution of invoice-related queries

Stakeholder Communication

• Serve as the primary administrative contact for Construction Managers
• Coordinate communication between vendors, project teams, and internal departments
• Facilitate information flow between Technical Asset Managers and Central functions
• Provide status updates on administrative tasks and system processes

Your profile

Education & Experience

• Bachelor’s degree in Business Administration, Real Estate Management, Construction Management, or related field
• Minimum 3 years of experience in administrative or coordination roles within construction, real estate, or project management environments
• Proficiency in Microsoft Dynamics 365 or similar ERP platforms is a plus
• Understanding of construction project lifecycle and procurement processes

Core Competencies

• Attention to Detail: Exceptional accuracy in data entry, contract review, and system maintenance
• Organizational Skills: Ability to manage multiple projects and priorities simultaneously
• Communication: Clear and professional communication with diverse stakeholders including vendors, and construction teams
• Process Orientation: Strong understanding of business processes and commitment to following established procedures
• Problem-Solving: Proactive approach to identifying and resolving administrative bottlenecks
• Compliance Mindset: Understanding of procurement policies, vendor management protocols, construction contract, and financial controls 
• Fluent in English (written and spoken); and minimum an additional European languages 
• Willingness to support multiple countries/regions as needed
• Strong team player with service-oriented mindset