Office Manager

Description

AEM (Advanced Environmental Monitoring) is the global leader in innovative mission critical weather, wildfire and water monitoring and intelligence solutions. We aim to be the world’s essential source for environmental insights – enabling decisive action and positive outcomes for our customers and their constituents. Our family of innovators offers world-class hydrometeorological technologies and services, including sensors, dataloggers, telemetry, and advanced analytics and software. Our technology and services empower the communities and organizations to survive – and thrive – in the face of escalating environmental risks.

Van Essen Instruments, an AEM brand, was founded in 1938 by Cornelis van Essen in Delft, Netherlands. In the early 1990s, Van Essen began to offer standard water related equipment such as standalone dataloggers, which used external sensors and flow meters for open channels. We also offer telemetric solutions. Since the deployment of the first Diver, Van Essen sold over 200,000 dataloggers worldwide. Its commitment to quality and performance has established Van Essen Instruments as one of the premier brands in the industry. Van Essen has its headquarters in the Netherlands (Delft), and sales locations in Canada and the US. For more information, please visit www.vanessen.com.

The Office Manager's primary responsibility is to serve as a point of contact for our existing and prospective customers who have inquiries about products, orders, and deliveries, and provide support to the procurement, quality, and sales teams. The successful candidate will enter purchase and sales orders into the ERP system, process inbound and outbound orders, and manage the ISO appointments. The candidate will be based out of Delft, Netherlands.

Job Responsibilities:

Supply Chain Tasks

• Prepare request-to-order authorization documents for management approval;
• Place purchase orders with suppliers and ensure proper documentation;
• Record and confirm product receptions in the ERP system;
• Follow up on timely deliveries and coordinate with suppliers to resolve delays.

ISO Management System Support Tasks

• Support the QSHE coordinator and information security officer;
• Schedule meetings to follow up on pending management system tasks;
• Ensure the annual review planning is followed and all actions are completed on time;
• Write meeting minutes and document follow-up actions.

Sales and Administrative Tasks

• Prepare quotes and check data accuracy in orders and invoices;
• Process sales orders in ERP and confirm to customers via email or phone;
• Contact clients to obtain missing information or answer inquiries;
• Liaise with logistics and operations to ensure timely deliveries;
• Maintain and update purchase, sales, and customer records;
• Update and maintain cost and sales pricing in ERP;
• Such other duties as may be assigned by management from time to time.

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at any time at the sole discretion of the Employer.

Requirements

• Administrative diploma or equivalent experience;
• Minimum of 3 years of proven work experience as an Office Administrator or similar role is required;
• Hands-on experience with Microsoft Excel and with an ERP system is required, preferably Exact;
• Excellent in prioritizing work and time management;
• Excellent organizational and multitasking skills;
• Excellent written and verbal communication skills;
• A team player with high level of dedication and accuracy;
• Able to speak and write in Dutch and English fluently.

Additional Information:

• This is an on-site opportunity that must be performed from our offices in Delft, The Netherlands.
• Must be eligible to work in The Netherlands without company sponsorship, now or in the future, for employment-based work authorization. F-1 visa holders with Optional Practical Training (OPT) who will require H-1B status, TNs, or current H-1B visa holders will not be considered. H1-B and green card sponsorship is not available for this position.

Compensation Range: A reasonable estimate of the current salary range for this position is 50,000 – 60,000 EUR/year. Please note that the salary information is a general guideline only. AEM considers a wide range of factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education, licensure and certifications, key skills as well as other market and business considerations when extending an offer. The disclosed range estimate has not been adjusted for the applicable geographic differential associated with the location at which the position may be filled.

This position will accept applications on an ongoing basis and will be closed once the position is filled.

AEM is an Equal Opportunity Employer.