Office & HR Coordinator

Location: Almere, Netherlands (office-based)

Reporting to: COO

Employment: Full-time | 40 hours per week (32 hours also possible)

Salary: €28,000 – €36,000 gross per annum, depending on experience

About Simply Green

Simply Green B.V. is a fast-growing European distributor of smoking accessories and related products, operating across the Netherlands, Germany, Italy, Spain, Portugal, and the UK. We are a lean, commercially minded team of around 22 people, and we take pride in moving quickly, operating with transparency, and getting things done properly.

The Role

We are looking for an organised, people-oriented Office & HR Coordinator to join our Almere team. This is a hands-on generalist role that combines HR administration with day-to-day office management — a natural fit at our size, and a genuinely varied position for someone who likes to keep things running smoothly.

You will be the go-to person for HR admin, employee correspondence, and office operations, working closely with the COO and supporting line managers across the business. No two days are exactly the same.

HR Administration & People Operations

• Preparing and issuing employment contracts, contract amendments, and other employment-related correspondence using our standard Dutch-law templates
• Managing the company absence calendar - logging approved holidays, sick days, and appointments accurately and keeping records up to date
• Coordinating the sickness absence process: registering absences, liaising with the arbodienst (company doctor) to arrange appointments when required, and keeping relevant stakeholders informed
• Supporting new hire onboarding: preparing welcome documentation, coordinating equipment handover, scheduling inductions, and ensuring first-day logistics run smoothly
• Maintaining personnel records and HR documentation in line with Dutch employment law and GDPR requirements
• Processing and tracking employee expense claims, flagging items that require approval
• Supporting recruitment administration: posting vacancies, scheduling interviews, preparing offer letters and reference check documentation
• Acting as the first point of contact for employees on questions about holiday balances, contracts, and HR admin - escalating to the COO where appropriate
• Assisting with Dutch payroll input by collating variables (hours, absences, expense corrections) and coordinating with our external payroll provider

Office Management

• Managing office supplies, stationery, and consumables - ordering replenishments and maintaining stock levels
• Coordinating with cleaning, facilities, and maintenance providers to ensure the Almere office runs well day-to-day
• Overseeing equipment logistics for new starters: coordinating hardware delivery and basic setup in conjunction with the relevant technical lead
• Managing incoming and outgoing post and courier arrangements
• Supporting the organisation of company events, team meetings, and internal communications
• Keeping shared office areas organised and presentable

Essential

• 1–3 years of experience in an HR support, HR coordinator, office coordinator, or similar administrative role
• Working knowledge of Dutch employment law basics - particularly around contracts, absence management, and the arbo/sickness process
• Fluent in English, written and spoken (our team is international) - Dutch would be a bonus but not essential
• Highly organised with strong attention to detail and a proactive, can-do approach
• Comfortable managing multiple tasks at once without dropping the ball on the details
• Discreet and trustworthy - this role handles sensitive employee information
• Confident user of standard office tools (Outlook/Google Workspace, Word/Excel or equivalents)

Nice to Have

• Experience with NMBRS or a comparable Dutch payroll platform
• Familiarity with an ERP system (such as NetSuite) - useful as we are actively scaling our systems
• Previous experience in a small or scaling business where you have had to wear multiple hats
• Exposure to multi-country teams or remote employee management

• A varied, genuine role with real responsibility from day one - not just filing and form-filling
• A friendly, international team in a growing business at an exciting stage of its development
• Competitive salary of €28,000–€36,000 depending on experience, plus a 10% discretionary annual bonus
• 20 days holiday plus Dutch public holidays - plus an extra day per year (up to 5 extra days)
• Office-based role in Almere, easily accessible from Amsterdam and surrounding areas

If you are someone who takes pride in keeping things organised, enjoys variety, and wants to be a genuine part of a growing team rather than a cog in a corporate machine - we would love to hear from you.