Operations Coordinator

Job description

Builders is a Rotterdam-based enterprise AI venture studio. We co-found AI companies with technical founders from day zero: we bring the studio team, the playbooks, the capital and a network of 2,400+ CTOs and technical leaders, and together we build companies that enterprises actually want to buy. Our office is in the Groot Handelsgebouw, right next to Rotterdam Centraal.

Founders, investors, corporates and partners walk through our door every week. We are a small team that moves fast, and we need someone who keeps everything around that speed running smoothly.

Your vital role

We are looking for an Operations Coordinator who is the operational backbone of the studio and the right hand of our Managing Director. Part office and finance admin, part executive assistant, part event producer, part fixer. You make sure the studio, the team and Sharon can focus on building companies while you take care of everything that makes that possible.

This is a role for someone who likes variety, takes pride in things being done properly, and gets energy from a day that can include a founder dinner, a supplier negotiation, a new hire's first morning and a month-end receipt sweep.

Your impact

Executive and studio support

• Run the Managing Director's calendar, inbox triage, travel and meeting preparation, so her time goes to founders, partners and strategic decisions.
• Keep track of commitments, follow-ups and deadlines across the studio, and chase what needs chasing.
• Serve as the first point of contact for the studio, handling visitors, calls, mail and email with warmth and professionalism.

Finance and administration

• Own the monthly finance admin: collecting and registering receipts, processing invoices and expense claims, preparing supplier payments and keeping everything ready for our accountant.
• Manage contracts, subscriptions, insurance and supplier relationships, and keep our administration audit-ready.
• Maintain team administration such as goal updates, time registration, leave and internal requests.

People operations

• Run onboarding and offboarding for team members, founders and interns: accounts, tools, workspace, welcome plan and a great first and last day.
• Keep HR documentation, contracts and internal guidelines up to date.
• Support recruitment end to end: post roles, manage the candidate pipeline, do first screens, schedule interviews, keep candidates informed and make sure every candidate has a smooth experience.

Events and community

• Organise and produce our recurring and one-off events, from Day Zero founder build evenings and CTO Breakfasts to founder dinners, investor meetings, partner sessions and team offsites.
• Handle venues, catering, invitations, guest lists, materials and follow-up, and make every event feel effortless for the people attending.

Workspace management

• Keep the office a place people want to work from: supplies, groceries, team gear, equipment and the practical stuff nobody notices until it is missing.
• Manage the relationship with the building and facility suppliers.
• Maintain and improve workplace guidelines and routines.

Process improvement and AI

• Spot repetitive work and automate it, using AI tools and our own operating platform Krans wherever possible.
• Document how things run so knowledge lives in the studio, not in one person's head.
• Support ad-hoc projects across marketing, content and community when an extra pair of hands makes the difference.

Job requirements

1. Experience: At least 5 years in operations, executive support, office management, event coordination or a similar hands-on role. Startup or scale-up experience is a plus.
2. Proactive and independent: You notice what needs to happen before anyone asks, and you take responsibility for getting it done.
3. Organised and precise: You can juggle many small streams at once and still get the details right, especially where money, contracts and dates are involved.
4. Communication: Excellent written and spoken English. Dutch is a strong advantage for local suppliers and administration.
5. Trustworthy: You handle confidential information about people, finances and deals with discretion.
6. AI-native mindset: You are curious about AI tools, use them daily and actively look for ways to work smarter.
7. Diversity and adaptability: You enjoy an international, entrepreneurial environment and different cultures and perspectives.

Practical

• Location: Rotterdam, on-site (Groot Handelsgebouw, next to Rotterdam Centraal)
• Hours: full-time (40 hours per week), in the office
• Contract: employment contract or freelance, both are possible
• Start: as soon as possible

Benefits

• A front-row seat in how AI companies get built, from day zero to first enterprise customers.
• Real ownership: you shape how the studio runs, not just execute a checklist.
• Direct access to a network of founders, CTOs, investors and enterprise partners.
• A small, warm, ambitious team and a great office in the heart of Rotterdam.
• Room to grow into a broader operations or people role as the studio grows.