Administrative Specialist

We're looking for Admin Support who to help with overview, insights and perspective

Admin Support, Finance & HR

Freelance | Junior to medior | About 1 day a week on average | Netherlands, or remote as a Dutch speaker (at least 4 hours overlap with CET)

What others think you do

Make spreadsheets for people who meditate.

What you actually do & how you get it done

As Admin Support you keep the back office in order: money in, money out, contracts and people admin. We get paid on time, and everyone we work with gets paid on time too. Your mission is a back office nobody has to think about, so all our attention goes to our members and their journeys.

That means:

• You send invoices for our programs and memberships, including renewals and payment plans per month or per quarter
• You follow up failed payments and send reminders, friendly and firm, and always with care, because behind every payment is a member
• You process refunds when the Community Manager asks for them
• You check and pay invoices from facilitators, freelancers, venues and suppliers, and you handle expense claims
• You prepare the monthly report for the COO, the CFO and the accountant
• You keep one contract archive and flag deadlines and renewals in time, including company admin like the Chamber of Commerce and insurance
• You handle HR admin: contracts for team members and facilitators, onboarding and offboarding, and support with recruitment

Your result: Cash in on time, costs under control and a back office the CFO, COO and accountant can rely on.

What your LinkedIn profile would read

Admin Support (Finance & HR) at Awake Origins

Who are we looking for?

You are:

• The calm controller. You find peace in numbers that reconcile
• Precise and discreet with personal and financial data
• Friendly but firm when a payment is late
• Happy with a clear checklist and a monthly close that is done on time, every time
• Experienced in bookkeeping, office or finance admin, for example at an accounting office, in a small company or as a freelance bookkeeper. A precise starter is welcome too
• Driven by order, and by being the person others can rely on
• Open to personal growth. You take a correction calmly and do something with it
• Fluent in Dutch and English. Spanish or German is a plus

Your average activities might look like this

• Invoices for this month's renewals and payment plans go out
• Check the bank: what came in, and what did not?
• A friendly reminder for anything open. A call for anything older
• All receipts and invoices for the month are in. You book them
• Pay facilitator and supplier invoices within terms
• The monthly report goes to the accountant. The numbers reconcile before you send them
• Contract archive: which deadlines and renewals come up next month?
• A new facilitator starts: the contract & NDA is signed and the tools are ready

Every week: a new sale or renewal means the invoice goes out within two working days

About Awake Origins

Awake Origins creates curated experiences for founders and leaders exploring what comes after success. We work where entrepreneurship, leadership, self-awareness and human potential meet.

It starts with Awake Now, a private cinematic experience for founders and leaders in selected cities, and continues in retreats, programs and a community of founders. Our experiences have taken place across Europe, Africa, Asia and North America.

What we work towards: a future where business and consciousness are integrated, and entrepreneurs build from love and from who they truly are.

The dream team

You work with Jeffrey Hamelink from our leadership team, who sets your priorities, and with our CFO and our accountant, who review the monthly close.

You work closely with the Community Manager, Retreat Support and Sales Support.

The Awake way

1. Purpose and profit can coexist. But it is purpose first.
2. Conscious creation is to be of service to others from a place of love.
3. When truth is spoken love can also be tough.
4. Life is not only serious, it can also be fun and is there to be celebrated.
5. We do the work. And that often requires discipline.
6. Living an authentic life is your highest expression. As a human being and entrepreneur.
7. Our intention is to bring beauty, goodness and truth into the world.

Everyone at Awake Origins lives all seven.

Just a few reasons you want this job

• A clear scope and a rhythm that repeats every month
• Work behind the scenes of a company that brings founders and business leaders together to grow as people and as leaders
• Help build a back office that is ready for the next step
• Learn from giants in their field
• Work in Dutch and English in an international team
• Work remotely: you plan your own time flexibly around the monthly close and the results we agree on

Job requirements

We ask

• Experience in bookkeeping, finance admin or office admin. A precise junior who learns fast is welcome to apply
• You know Dutch invoicing and VAT basics. EU cross-border is a plus
• You are comfortable with bookkeeping software and Excel
• Dutch and English, both required. Spanish or German is a plus
• Based in the Netherlands, or remote as a Dutch speaker with at least 4 hours overlap with CET
• You work with Microsoft 365 (Excel, Outlook, SharePoint), and AI tools like Claude and Copilot
• You work as a freelancer (zzp with KvK registration), or are ready to register. We agree on results, not on office hours
• Moreover, we expect you to be great at:
• Making the numbers reconcile before you send them
• Flagging a risk early: a deadline, a missing contract, a payment that does not come in
• Keeping the monthly close on schedule, every month
• Taking full ownership of everything you do

Interested, any questions or just want to have a virtual coffee?

Get in touch with Jeffrey Hamelink: jeffrey@awakeorigins.com

Dear staffing agencies, thank you. We're confident we can find this person ourselves.