Office Administrator

Job Title: Office Administrator - Trade Marks

Reporting to: Trade Mark Team Leader

Location: Amsterdam (Office based)

Hours: Full Time 37.5 per week

About HGF

HGF is one of Europe’s largest intellectual property specialist firms and one of only a few to offer a fully integrated IP solution, bringing over 200 Patent Attorneys, Trade Mark Attorneys and IP Solicitors together to provide a full-service IP solution.

With offices across the UK, Ireland, Germany, Netherlands, France, Switzerland & Austria, HGF’s Patent and Trade Mark Attorneys provide specialist technical and legal advice to blue chip organisations and small to medium businesses across the world. Many of our clients are household names and the work HGF does allows them to protect and exploit their inventions, new products and branding.

Role Purpose:

Reporting to the Trade Mark Team Leader, the Office Administrator provides the administrative support required to keep HGF’s Amsterdam office running effectively. The role also works closely with colleagues in the Amsterdam office and provides day-to-day Trade Mark administrative assistance to the team where needed.

Key Deliverables:

Office Administration & Front of House

• Act as the first point of contact for office specific e-mails and correspondence, including office rental, subscriptions and supplier queries, escalating to the Facilities Department where necessary.
• Maintain stock levels of office supplies.
• Handle DHL courier collections and deliveries, prepare the shipping paperwork and track consignments through to delivery.
• Book flights and associated travel for Attorneys and colleagues in line with HGF travel policy.
• Answer incoming calls to the office, dealing with general enquiries and forwarding calls to the relevant person.
• Welcome visitors and clients, offer refreshments and make sure meeting rooms are ready.
• Handle expenses via Concur, ensuring receipts and expenses are processed each month.

Trade Mark administrative assistance

• Ensure emails and documents are saved to the correct electronic file and routed to the relevant Attorney or Paralegal.
• Finalise invoices and prepare reports to clients.
• Upload invoices to client e-billing portals.
• Provide ad-hoc Trade Mark administrative support, including, but not limited to, standard client reporting, raising invoices and preparing new-client onboarding documentation.

Health & Safety Compliance:

• Complete routine office Health & Safety checklists, report hazards and maintenance issues, and support the implementation and follow-up of corrective actions to ensure a safe and compliant workplace.

About You:

• Fluent in Dutch and English, both verbally and in writing.
• Previous experience in an office administration, reception or facilities role or strong evidence of administration skills in a professional environment preferred.
• Excellent organisational and time management skills, with the ability to manage a varied workload.
• Strong written and verbal communication skills and a professional, welcoming manner.
• Good IT skills, including Microsoft Office. Experience of expense or invoicing systems such as Concur is an advantage.
• Discretion when handling confidential client and firm information.
• Proactive and flexible, with a willingness to help across the team.