Back office & operations associate

32 hours · Rotterdam · €3,200 – €3,700 based on 40 hours

Do you get a boost from a well-oiled operation, accurate records, and tasks that actually get completed?

Do you work quickly and accurately, are you computer-savvy, and do you enjoy keeping information, schedules, and files complete and up-to-date? Can you also easily adapt when the day’s priorities change? If so, we’re looking for you.

We’re looking for an experienced Back Office & Operations Associate for GreenStory who will ensure that our administrative and operational foundations are in order. You’ll keep information up to date, prepare schedules and reports, process data accurately, and ensure that administrative tasks are properly followed up on. You’ll work closely with our General/Operations Manager and support him in day-to-day operations.

What will you do?

The main focus of your role is to ensure that our administrative records, schedules, files, and operational information are accurate and up to date. Your responsibilities are wide-ranging and may vary from day to day. They include, among other things:

• Keep administrative overviews of ongoing work, tasks, appointments, and deadlines up to date;
• developing, adjusting, and processing schedules administratively;
• participate in a weekly meeting to review priorities and ongoing tasks, and then incorporate these into the schedule and reports;
• Ensure that agreed-upon actions, changes, and priorities are accurately documented;
• Performing and coordinating a variety of administrative tasks;
• Carefully enter and verify data, including amounts, quantities, and other operational information;
• Working with Excel and other administrative files;
• Perform inventory management: track inventory levels, process changes, conduct checks, identify shortages, and initiate restocking procedures as needed;
• Provide support with financial and operational files and reports;
• Assist the General/Operations Manager with practical and administrative tasks;
• maintain contact with suppliers and other external parties;
• Assist with customer service as needed, including handling escalations and communicating with customers over the phone;
• Assist with minor HR administrative tasks, such as vacation scheduling and reporting sick leave and return to work;
• Collect and send documents, files, and information on behalf of colleagues;
• Work with AI tools such as ChatGPT and Claude to perform administrative tasks more intelligently and efficiently;
• Help set up and improve internal check-ins, reports, and administrative processes;
• Handle other practical tasks necessary to keep the organization running smoothly.

Who are we looking for?

We’re looking for someone who works quickly and accurately and who, through experience, knows what it takes to keep a back office running smoothly. You enjoy it when the numbers add up, information is in the right place, and a task is truly completed. At the same time, you’ll be working in an organization where priorities can shift throughout the day. You’ll need to be able to handle that well.

You value structure but aren’t rigid. You can easily adapt and understand that something that was a priority in the morning may give way later in the day to something that’s more important at that moment.

• You have at least 4 years of relevant work experience in an administrative, back-office, operations, or similar support role;
• You have strong administrative skills and can work independently;
• You work accurately and have an eye for detail;
• You’re quick and comfortable working with computers;
• You have a good command of Excel and quickly master new systems;
• You can process data, amounts, and numbers with great precision;
• You enjoy seeing things through to completion and handling administrative tasks thoroughly;
• You’re good at switching between different tasks;
• You’re able to set aside your own schedule when another priority takes precedence;
• You have a practical, solution-oriented mindset;
• You’re proactive and don’t wait for someone to tell you exactly what to do;
• You can organize information, files, and schedules;
• You will politely but clearly remind colleagues of outstanding information or tasks;
• You’re open to AI and new technology and enjoy exploring ways to work smarter;
• You speak and write Dutch well;
• You have a good command of English, both spoken and written. This is a requirement;
• Knowledge of German is a plus, but not required.

What do we offer?

• A versatile position for 32 hours per week;
• A salary between €3,200 and €3,700 gross per month based on a 40-hour workweek, depending on your knowledge and experience;
• A workplace in the Groot Handelsgebouw in Rotterdam, right next to Rotterdam Central Station;
• A wide variety of tasks;
• short lines of communication and a hands-on work environment;
• Opportunity to contribute ideas on how to organize our administration and processes more efficiently;
• A position in which you’ll directly contribute to well-organized day-to-day operations.