Position name: HR Office Administrator
About us
Hail & Cotton travels the world to satisfy every taste for tobacco with integrity and responsibility. Our commitment to product reliability, sustainable agricultural practices and corporate social responsibility is the backbone of our relationship with our customers, allowing us to provide them – from major manufacturers to niche-product specialists – with the right tobacco at the right price through exceptional customer service from our qualified team.
In addition to our global operations in all of the world’s most significant tobacco-producing regions, our unique knowledge is based on more than 100 hundred years of service as a leaf supplier.
Position Overview:
We are looking for a practical, highly organised, and proactive HR Office Administrator to be the main point of contact for our Netherlands office, while also supporting the Global HR Director with HR and global office administration activities.
This is a hands‑on role for someone who enjoys ownership, getting things done, and taking initiative in an international environment. We are looking for a professional who does not wait to be asked, but actively helps improve, organise, and move things forward.
The HR Office Administrator will be responsible for the day‑to‑day running of the Netherlands office and act as the primary local contact. This position plays an important role in ensuring that HR processes, documentation, and office operations are well organised, accurate, up to date, and continuously improved.
Key Responsibilities
Human Resources Support
- Support HR processes including onboarding, offboarding, contracts, and personnel administration.
- Prepare employment contracts, HR letters, confirmations, and other HR documentation as guided.
- Maintain accurate and compliant employee records, always ensuring confidentiality.
- Act as the first point of contact for HR-related employee queries.
- Working knowledge of Dutch labour law and HR practices.
- Support recruitment coordination, including interview scheduling and candidate communication.
- Assist with payroll administration by providing accurate data (e.g. contract changes).
- Proactively support and take initiative on HR projects, such as:
- o Assist in updating, maintaining, and improving the Employee Handbook
- o Assist in improving HR processes, templates, and documentation
- o Assist the implementation of HR policies and internal guidelines
- Provide administrative support to senior management and the Global HR Director.
Office Administration
- Serve as the main point of contact for the Netherlands office.
- Manage reception duties, visitors, incoming calls, mail, and courier services.
- Coordinate travel arrangements, hotel bookings, meetings, and office lunches.
- Order and manage office supplies, equipment, and inventory.
- Coordinate facilities management like cleaning and service providers.
- Ensure office kitchens and common areas are well stocked, organised, and maintained.
- Assistance in organising office events
- Maintain a professional, welcoming, and well‑run office environment
General Administrative Support
- Liaise with notaries, embassies, courts, and IND regarding visas, work permits, and legalisations.
- Coordinate translation of documents where required.
- Maintain and update calendars, SharePoint pages, filing systems, and holiday planners.
- Support internal and global administrative and improvement initiatives as assigned.
Experience, Skills & Competencies
- MBO 4 / HBO level education in HRM, Business Administration, or a related field
- 3–5 years’ experience in HR administration and/or office administration
- Fluent in English and Dutch
- Strong organisational skills with a high level of accuracy and follow‑through
- Demonstrated ability to work independently, proactively, and take initiative
- Comfortable managing multiple tasks and driving actions to completion
- Professional, discreet, and trusted with confidential information
- Proficient in Microsoft Office (Outlook, MS Word, Excel and Power Point)
- Practical, service‑oriented, and reliable
Additional requirements:
- Driver’s license B required
- 5 days a week in office
Job Type: Full-time
Work authorization:
Work Location: In person
