About the Position
Hippocampus Logistics BV is looking for a reliable, hands-on and well-organized Administrative & Operations Officer to support the daily administrative and operational activities of our growing logistics company.
This is a practical coordination role. The successful candidate will work closely with management, warehouse colleagues, suppliers, customers and external service providers.
We are looking for someone who does not simply wait for instructions, but who can follow up tasks carefully, identify problems, communicate clearly and make sure that agreed actions are completed correctly and on time.
Key Responsibilities1. Administration
- Manage incoming and outgoing emails, documents and correspondence.
- Prepare, check, organize and archive company documents.
- Maintain accurate administrative records and internal files.
- Follow up invoices, purchase documents and other administrative documentation.
- Prepare basic reports, Excel files and internal overviews.
- Support management with day-to-day administrative tasks.
- Follow up open actions and ensure deadlines are respected.
2. Logistics & Warehouse Operations Support
- Support the administrative follow-up of incoming and outgoing goods.
- Prepare, check and archive logistics and transport documents.
- Follow up deliveries, collections, orders and operational issues.
- Coordinate with warehouse colleagues, transport companies, suppliers and other external parties.
- Support stock administration and inventory-related documentation.
- Identify discrepancies or missing information and follow up until the issue is resolved.
- Assist with the continuous improvement of operational and administrative procedures.
3. HR Administration Support
- Maintain employee administrative files and records.
- Support attendance and working-time administration.
- Collect and prepare information required for payroll processing.
- Assist with employee documents, leave records and other routine HR administration.
- Support communication between employees, management and external HR/payroll partners.
Final payroll decisions, employment-law decisions and confidential HR matters remain under the responsibility of management/HR.
4. General Operational Coordination
- Follow up operational tasks assigned by management.
- Coordinate information between different departments and external partners.
- Keep clear records of pending actions and deadlines.
- Escalate problems or risks to management in a timely manner.
- Support new projects and changing operational requirements as the company grows.
Candidate Profile
We are looking for someone who is:
- Accurate and detail-oriented.
- Reliable and responsible.
- Highly organized.
- Able to follow tasks through from start to completion.
- Comfortable working in a small and developing company.
- Willing to handle both administrative and practical operational matters.
- Able to prioritize when several tasks require attention at the same time.
- Proactive in identifying missing information and operational problems.
- Professional when communicating with colleagues, customers and external partners.
- Willing to learn and continuously improve.
Experience & Skills
- Relevant experience in administration, logistics, operations or a similar coordination role is preferred.
- Experience within logistics, warehousing, transport or supply chain is a strong advantage.
- Good working knowledge of Microsoft Outlook, Excel and Word.
- Comfortable working with digital administrative systems.
- Good written and verbal communication skills.
- Chinese and English are important for the position. Additional languages are an advantage.
What Success Looks Like
For this position, success is not measured only by how many tasks are completed.
We particularly value:
Accuracy – documents and information are correct.
Follow-up – open matters do not get forgotten.
Ownership – the employee takes responsibility for completing assigned tasks.
Communication – relevant people are informed clearly and on time.
Problem solving – issues are identified early and followed through until resolved.
Reliability – management and colleagues can depend on the employee.
Position Level
This is an Officer-level administrative and operational coordination position.
It is not initially a people-management or department-manager position.
As the employee develops greater independence, professional knowledge and responsibility, the scope of the position can grow accordingly.
Employment Conditions
- Full-time employment
- PC 226
- Workplace: Hippocampus Logistics BV
- Salary: competitive and based on relevant experience and demonstrated competence
- Additional benefits according to company policy and applicable employment conditions
Development Opportunity
Hippocampus Logistics is a growing company. For an employee who demonstrates strong performance, reliability, professional development and increasing independence, there will be opportunities to take on broader responsibilities as the company develops.
Pay: €2.600,00 - €3.727,46 per month
Benefits:
- Food allowance
- Life insurance
- Mileage reimbursement
Work Location: In person
