Administrative Specialist

Who We Are

Joybuy is JD.com’s dedicated retail platform for Europe, offering products across a wide range of categories. Currently in the beta testing phase across the UK, Netherlands, Germany, France, Belgium and Luxembourg, we’re building the future of retail through smart systems, bold ideas, and a customer-first mindset. Backed by JD.com, also known as JINGDONG, and its trusted global technology and supply chain ecosystem, we deliver a shopping experience that is speedy, reliable, and genuinely enjoyable. If you’re ready to make a difference, bring your talent and grow with us. Don’t just buy, Joybuy.

Learn more about who we are and what we do:

https://www.joybuy.co.uk/discover/about-us

What We Offer

Joining Joybuy means becoming part of a business where people, innovation, and impact work together to shape the future of cross-border e-commerce. You’ll contribute to smart supply chains, efficient logistics, and meaningful projects that drive real customer value. With a competitive salary, great office locations, and a supportive, people-first culture, you’ll have the space to grow your career, learn from talented colleagues, and make a genuine impact in a fast-expanding international business.

About The Team

You’ll be joining the Joybuy team, which values collaboration, ownership, and a commitment to delivering high-quality results in a fast-paced, dynamic environment.

Position Summary This role is responsible for daily administrative operations and office management, ensuring efficient, compliant, and well-organized support in office facilities, supplies, vendor services, and employee activity coordination. The position helps create a positive workplace experience and works closely with HR, Finance, IT, Property Management, and other stakeholders to improve administrative processes.

Key Responsibilities 1. Office Operations & Facilities Management Support the daily operation of the office (e.g., access control / keys / visitor registration if applicable / meeting rooms / workstations) Liaise with property management/building management and follow up on repairs, cleaning, security, fire safety, and related matters Maintain office environment standards in terms of cleanliness, order, safety, and compliance 2. Vendor & Expense Management Manage administrative vendors (e.g., cleaning, maintenance, courier, coffee/drinking water, office supplies) and monitor service quality and SLA performance Support administrative procurement, including quotation comparison, ordering, receiving, and record management Assist with cost control and reconciliation by collecting invoices/contracts/payment request documents and coordinating with Finance on payment processes 3. Office Supplies & Asset Management Manage the purchasing, inventory, distribution, and stock-taking of office supplies, consumables, and gifts Assist in maintaining fixed asset records (e.g., office equipment and furniture), and support asset stock checks and transfers 4. Employee Activities & Culture Support Assist in organizing company activities (e.g., holiday events, training sessions, team building, all-hands meetings), including registration, materials preparation, venue coordination, vendor coordination, and on-site execution Collect feedback and drive continuous improvement to enhance employee experience 5. Administrative Process & Documentation Management Maintain administrative policies/processes/forms (e.g., meeting room rules, vendor list, procurement/use request processes) Archive and manage administrative documents such as contracts, quotations, and payment records to ensure traceability

Qualifications 1. 2+ years of experience in administration / office management / general support roles (experience in multinational companies or fast-paced environments is a plus) 2. Familiar with administrative procurement, vendor management, and expense reimbursement/reconciliation processes 3. Strong communication and coordination skills with a service-oriented mindset; able to handle multiple tasks with attention to detail 4. Proficient in Microsoft Office (Excel / Word / PowerPoint); Basic design abilities (poster/video) 5. Structured thinking and attention to detail; Ownership and execution capability; Employee experience-oriented service mindset 6. Working language: English is required

Nice to Have 1. Prior experience in local property/facilities management, familiar with local vendors/service providers in the Netherlands 2. Basic Dutch communication skills (preferred but not required) 3. Compliance awareness and risk sensitivity (e.g., visitor management, fire safety, workplace safety, privacy)

At Joybuy, we’re committed to building a diverse and inclusive workplace where everyone can thrive. We’re proud to be an equal opportunity employer and make all employment decisions without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or any other protected characteristic.

Ready to apply?

Take the next step in your career, apply now and explore the opportunities we have to offer.