Office and Facility Manager

"At Klipboard we've introduced a flexible hybrid work policy, where employees spend three days in the office and two days working from home. This approach promotes a balanced work environment that combines office collaboration with the comfort and convenience of remote work."

Klipboard provides specialist software, services and support to deliver fully integrated trading and business management solutions to companies in the distributive trade – wherever they are in the world. With a unique depth of knowledge and experience in ERP/SaaS solutions, Klipboard has a wide range of clients includes wholesalers, distributors, merchants and retailers from small traders to multinational enterprises. Klipboard has offices in the UK, Ireland, The Netherlands, South Africa, Kenya and North America. Our mission is simple: to design and deliver high performance, integrated ERP solutions that enable our distributive trade customers to source effectively, stock efficiently, sell profitably and service competitively

Klipboard is a global, growing business that embraces AI and emerging technologies to enhance customer outcomes, collaboration, and continuous improvement. We’re looking for people who are curious about or fluid with AI, open to change, and excited to learn how technology can improve the way we work and help our customers which is always supported by strong human insight and communication.

Main Duties summary:

• Assisting with the facilities, administration/ reception, health and safety.
• Ensures proper flow of office procedures and caries out common office & facility duties.
• Support Finance and other departments when asked with admin tasks
• Maintains a positive and friendly company image by acting as the first line of contact to visitors, customers, and vendors in person, online, and via telephone 

Key Responsibilities: 

Office:

• Provide day to day cover of the office location
• Assists with creating a suitable environment for the purpose and needs of the office.
• Maintain company stationery and consumable supplies, stock lists and orders office supplies as needed, purchase orders and purchasing
• Reception desk tasks; meet and greet visitors, answer general calls coming in for the Netherlands.
• Arranges meetings and meeting rooms by scheduling appropriate meeting times and booking rooms if applicable
• Assists in planning and arranging events, including organising catering
• Manages outgoing post and records data on special deliveries
• Support managers and departments with various tasks.
• Drafts, formats, scan, prints relevant documents, archiving.
• Ensuring the office pantries are fully stocked and clutter free 
• Maintains file for purchase contracts in cooperation with the Finance Director
• Receives Expense reports and summarizes those for input for monthly payroll

Facilities:

• Raise building concerns/ issues to Landlord or Managing Director
• Health and Safety duties, to include:
• Maintaining H & S across the rented floors
• Organise and coordinate office location emergency response and (Health & Safety; BHV, EHBO, RI&E) in close cooperation with the other buildings’ . Responsible for timely First Aid, BHV and Fire training and maintain materials, records and rotas.
• Fulfils the role of Prevention Employee (‘preventiemedewerker’.) 
• Ensure up to date documents are displayed at the office
• Ensure contractors maintenance visits for H & S purposes are carried out at intervals required by legislation e.g., emergency lighting, lifts, water etc.
• Maintaining accident records
• Raise H & S concerns to Managing Director
• Workstation risk assessments

Carrying out such other duties reasonably falling within the scope as maybe required by the company.

Skills, Knowledge and Experience: 

• Prior office management experience essential
• Strong attention to detail
• Ability to work without supervision
• Excellent Time Management skills
• Communication and customer service skills
• Proficiency with Microsoft Office Programs
• Strong prioritisation and organisation skills
• Ability to multi-task
• Experienced administrator 
• Experience in co-ordinating contractor activities (or similar) 
• Well presented with a professional and personable approach

What do we offer? 

An exciting, challenging, and independent role in a dynamic IT company with a culture of direct and open communication and an informal atmosphere. A positive work environment that truly supports you in achieving your ambitions!

Extras: Fresh fruit and a great coffee maker, PlayStation, fun team get-togethers, and lots of amazing and inspiring (international) colleagues who might just become friends.

Company Info

You may also have seen from our recent posts that we are excited to begin sharing our new company name – Klipboard. Kerridge Commercial Systems (KCS) is becoming Klipboard and our new brand is designed to bring together our expertise across distribution, automotive, retail, rental, transport management, manufacturing, and field service management. We have offices based across the world and we are looking for talented individuals to join our growing teams. Due to our growth over the last few years it is an exciting time to join us as we enter our next chapter! At Klipboard we've introduced a flexible hybrid work policy, where employees spend three days in the office and two days working from home. This approach promotes a balanced work environment that combines office collaboration with the comfort and convenience of remote work."

Equal Opportunities

As a global company, we value and respect the diversity of our workforce, aiming to empower everyone to embrace each other's differences. We are committed to creating an inclusive workplace where diversity, equity, and inclusion are integral to our company and culture. We recognize the benefits of a diverse workforce, where creativity and valuing differences enable us all to thrive and sparks innovation.

If you require any help, adjustments and/or support during the interview and offer process then please advise our TA or HR team. 

Research shows that women and other underrepresented groups are less likely to apply for a role unless they meet every listed requirement. However, we recognise that skills and experience come in many forms, and we encourage you to apply even if you don’t meet every criterion. If you are passionate about this role and believe you have the right mindset and transferrable skills, we would love to hear from you!

To all recruitment agencies: Klipboard does not accept agency speculative resumes. At present we only accept CV’s from Agencies on our PSL who have been assigned specific position/s. Please do not forward resumes to our careers site or direct to Klipboard employee as this does not constitute an introduction and Klipboard retrospectively will not be liable for any candidate ownership or fees related to unsolicited resumes. 

#LI-Hybrid