Team and Office Coordinator

As a Team and Office Coordinator, you will be at the heart of our Utrecht office. You will ensure our office runs smoothly, support our growing team across HR and administration, and provide light sales and marketing support. This is a highly visible, hands-on role where you’ll work closely with the CEO and colleagues across the company to keep our operations organized, compliant, and fun.

Who we are

We are Rotate. We help key players across the global air cargo and logistics industry make better commercial and strategic decisions. We provide cloud-based software and analytics, world-leading market data, and data-driven strategy consulting. Our clients include top-tier airlines, airports, freight forwarders, governments, shippers, investors, and other industry stakeholders.

Founded in 2022 by a core team of former aviation strategy consultants, Rotate has grown rapidly. We now have offices in the Netherlands and Malaysia and a diverse team of around 50+ professionals, including strategy consultants, data scientists, software developers, and data engineers. Demand for our work continues to grow strongly, and we are therefore looking for talented Team and Office Coordinator to strengthen our team.

What you’ll do

When joining Rotate as a Team and Office Coordinator, you will:

• Be the central point of contact for our Utrecht office and ensure smooth day-to-day operations; this is an in-person role in our Utrecht office

• Own key HR administration processes across the employee lifecycle

• Support our sales and marketing teams with CRM, content coordination, and scheduling

• Help foster a positive, energetic, and professional office culture

• Take full ownership of selected operational topics (e.g., HR administration and office safety) while supporting others

Your key responsibilities include:

Office Coordination

• Help foster a positive office culture by organizing internal events and contributing to team “gezelligheid” (e.g., happy hours, offsites, town halls)

• Own office safety and security processes, coordinating with building management where needed

• Ensure smooth day-to-day office operations, including reception, visitor logistics, supplies, and general office management

Human Resource and administration

• Coordinate onboarding and offboarding processes, including contracts, systems setup, documentation, and training schedules

• Help to schedule interviews and the on-boarding training for new joiners

• Maintain accurate and up-to-date personnel files, contracts, and employee records

• Own monthly hours reporting and support expense administration, invoice validation, and vendor approvals

(Light) sales and marketing support

• Maintain and update CRM data to ensure accurate customer information

• Coordinate LinkedIn and marketing content in collaboration with sales, marketing, and design

• Support conference planning and meeting scheduling

• Help ensure commercial and marketing initiatives are executed accurately and on time

Why work at Rotate?

At Rotate, you’ll join a fast-growing, international team in an industry that is essential to the global economy. You’ll play a key role in shaping the internal backbone of our company while being part of an ambitious and entrepreneurial environment.

We are highly focused on ownership and growth. While you will support various teams, you will also have full ownership over selected domains (for example HR administration or office safety). As you grow in proficiency and based on your interests, this role can develop toward:

• Sales and marketing

• Human Resources (contracts and compliance)

• Finance (accounting, invoicing, expense processes)

In addition, you’ll benefit from:

• Participation in our annual offsite (previous locations include Marrakech, Prague, Kuala Lumpur; this year we’re heading to Istanbul)

• Daily office lunch provided

• Full reimbursement of train travel to the office

• A collaborative office environment, located a 2-minute walk from Utrecht Central Station

Your qualifications

• Experience in office coordination, HR administration, operations, or a similar role is a plus

• Strong organizational skills and attention to detail

• Ability to manage multiple responsibilities and prioritize effectively

• A proactive, hands-on attitude with a strong sense of ownership

• Excellent communication skills and a professional presence

• Comfortable working in a fast-paced, growing company

• Fluent in English (Dutch is a plus)

Where is Rotate located?

We are based in Utrecht, within 2 minute walking distance from Central Station. We find value in being together to collaborate.

Contact us!

If you’re still reading and are excited about this role, we welcome your application even if you think you don’t meet all the requirements. We understand that no candidate is perfect, and would love to hear your story. We are looking forward to hearing from you via careers@letsrotate.com.