Office Manager-(Part Time)

Optimizely builds AI-powered tools for marketers, from content creation to CMS and experimentation, and is recognized as a leader in MarTech.

Introduction

This part-time Workplace Experience Manager will own and run all things workplace and technology support for our Amsterdam office. You'll partner with local employees and executive leaders, as well as with our global REWO and IT teams — and you'll be the go-to person everyone turns to when something needs doing.

This role carries real visibility. You'll interact with every level of the organization and set the tone for the office environment. Attitude is everything here: the ideal candidate is always open to going the extra mile, building community, and creating genuine FOMO in the office.

Job Responsibilities

1. Office Presence and Ownership

• Be present during core hours — especially on busy days, customer visits, end-of-quarter, and events.
• Conduct a daily morning walk-through, midday check, and end-of-day reset.
• Run a weekly stock check and monthly workplace audit to catch issues before employees do.
• Proactively ensure the kitchen and fridge are clean and stocked, meeting rooms are tidy and tech-ready, desks are fully equipped, and supplies are replenished before they run out.
• Even though the whole team has a responsibility to leave meeting rooms and communal areas presentable, as the Workplace Experience Manager it’s up to you to ensure that the office is “Visitor Ready” and that meeting rooms are ready for the next meeting.
• Report and follow through on all maintenance issues: HVAC, carpet, filters, fire extinguishers, and lighting.

2. Employee and Visitor Experience

• Greet every visitor with a friendly, professional attitude — you are the face of Optimizely.
• Ask yourself daily: would I be proud for a customer to visit right now?
• Build genuine relationships across the office. Be approachable, get to know people, and become an active part of the community.
• Support internal and external event coordination: planning, catering, space preparation, and on-the-day delivery.
• Work alongside the Location Champions to ensure that there are events, large or small, to encourage teamwork and an engaging culture.
• Keep the local team in the loop on upcoming events and visitors.
• Use communication channels such as Teams to foster engagement and build FOMO at your location.
• Ensure that meeting rooms are ready ahead of customer meetings.

3. Technology and IT Support

• Serve as the first point of contact for all workplace and basic IT requests — receive, track, and prioritize via Jira.
• Provide first-level technical support: password resets, software troubleshooting, hardware issues, and video conferencing in Zoom and Teams, while working alongside IT.
• Escalate complex or unresolved issues to the appropriate IT team promptly.
• Lead on employee health, safety, and compliance: act as the liaison between building management, the REWO team, and compliance.
• Manage workplace and IT onboarding and offboarding processes, including building access badges.

4. Logistics and Operations

• Order, stock, and manage all office and kitchen supplies.
• Manage all office shipping and receiving.
• Contribute to and improve existing facilities processes and procedures.
• Coordinate preventative maintenance tasks with building teams.
• Assist the CRO, Legal, and HR team with ad hoc admin tasks, including arranging signatures and sending signed documents.
• Ensure that the office space is always organised, clean, and easy for team members to navigate and find what they need.
• Ensure that you have backup plans in place for the office to run smoothly when you are out of the office or unavailable.

Knowledge and Experience

You'll know you're thriving when:

• Employees always know when you're available and feel genuinely supported.
• The office is consistently ready during peak times, customer visits, and business-critical days.
• Issues are resolved before employees notice them — not after.
• Every person who walks through the door has an excellent experience.
• The office feels like a place people genuinely enjoy coming to.

Who You Are

• Previous office management experience
• Upbeat, can-do attitude with a professional presence
• Strong organizational and time management skills
• Self-motivated and comfortable working independently
• Excellent communication and interpersonal skills
• Sharp attention to detail — the small stuff matters to you
• Comfortable with technology — you embrace it, not avoid it
• Proficient in Microsoft 365, Teams, and web applications
• Flexible and reliable in a fast-paced environment
• Passionate about learning and taking on new challenges