Operations Coordinator

Builders, a Rotterdam-based enterprise AI venture studio, is seeking an Operations Coordinator to serve as the operational backbone of the studio and right hand to the Managing Director. The role involves executive support, finance and administration, people operations, event production, workspace management, and process improvement. Requires at least 2 years of relevant experience, excellent English, and an AI-native mindset.

AI-enabledOn-siteFull-timeEntry LevelCalendar ManagementInbox Management

Operations Coordinator

Builders, a Rotterdam-based enterprise AI venture studio, is seeking an Operations Coordinator to serve as the operational backbone of the studio and right hand to the Managing Director. The role involves executive support, finance and administration, people operations, event production, workspace management, and process improvement. Requires at least 2 years of relevant experience, excellent English, and an AI-native mindset.

Apply

AI-enabledOn-siteFull-timeEntry LevelCalendar Management

Salary

Not specified

Work Location

Rotterdam, South Holland, Netherlands, NL

Work Model

On-site (Groot Handelsgebouw, next to Rotterdam Centraal)

Experience Required

2 years

Employment Type

Full-time (40 hours per week)

Experience Level

At least 2 years in operations, executive support, office management, event coordination or similar

Core Qualifications

Technical (Must-have)

Calendar ManagementInbox ManagementTravel CoordinationMeeting PreparationFinance AdministrationInvoice ProcessingExpense ManagementSupplier ManagementContract ManagementOnboardingOffboardingRecruitmentEvent ManagementWorkspace ManagementAI Tools

Soft Skills

ProactiveIndependentOrganizedPreciseCommunicationTrustworthyAdaptabilityCuriosity

Preferred Qualifications

Technical (Nice-to-have)

Dutch

Key Responsibilities

•Run the Managing Director's calendar, inbox triage, travel and meeting preparation
•Track commitments, follow-ups and deadlines across the studio
•Serve as first point of contact for the studio, handling visitors, calls, mail and email
•Own monthly finance admin: collecting receipts, processing invoices and expense claims, preparing supplier payments
•Manage contracts, subscriptions, insurance and supplier relationships
•Maintain team administration such as goal updates, time registration, leave and internal requests
•Run onboarding and offboarding for team members, founders and interns
•Keep HR documentation, contracts and internal guidelines up to date
•Support recruitment end to end: post roles, manage candidate pipeline, do first screens, schedule interviews
•Organise and produce events from Day Zero founder build evenings to team offsites
•Handle venues, catering, invitations, guest lists, materials and follow-up for events
•Keep the office supplied and manage relationship with building and facility suppliers
•Maintain and improve workplace guidelines and routines
•Spot repetitive work and automate it using AI tools and Krans
•Document how things run so knowledge lives in the studio
•Support ad-hoc projects across marketing, content and community

Operations CoordinatorVenture StudioAIExecutive SupportFinance AdministrationPeople OperationsEvent ManagementRotterdamFull-timeOn-site