About this role
We are looking for an organized, proactive, and service-oriented Office Manager to ensure the smooth day-to-day operation of our office. In this role, you will be responsible for coordinating general office services, managing administrative processes, welcoming visitors, supporting office events, and maintaining a comfortable and well-organized working environment.
The ideal candidate is detail-oriented, communicative, and able to manage multiple tasks efficiently while maintaining a positive attitude and a high level of service.
Key Responsibilities
1. Office Administration & General Services
- Coordinate daily office operations and ensure the smooth delivery of administrative services.
- Manage office supply inventory, place orders, and coordinate the purchasing and delivery of goods and services in accordance with internal procedures.
- Handle office-related requests in Jira, ensuring timely follow-up and resolution.
- Coordinate with contractors, suppliers, and building management on office maintenance and operational matters.
- Monitor office facilities, identify potential issues, and coordinate their resolution.
- Keep office storage areas and supplies organized and properly maintained.
2. Visitor Management & Event Support
- Coordinate business visits, including transportation, accommodation, catering, and meeting room arrangements.
- Ensure meeting rooms and conference facilities are properly prepared for visitors and business meetings.
- Maintain an inventory of visitor gifts and related materials.
- Handle special visitor requests and escalate non-standard or high-priority situations when necessary.
- Support the organization and coordination of internal office events.
3. Reception & Front Desk Operations
- Manage incoming and outgoing mail, courier services, and ensure timely delivery of documents and packages.
- Handle supplier documentation, payment-related requests, and administrative escalations.
- Oversee reception area operations, including incoming calls, visitor assistance, information services, and lost-and-found procedures.
- Conduct regular office checks to ensure the reception and common areas are maintained appropriately.
4. Office Setup & Facilities Coordination
- Support office opening and closing procedures.
- Assist with office relocation, reorganization, and workspace setup.
- Coordinate the establishment and maintenance of office services and reception areas.
5. Administrative Reporting & Operational Support
- Maintain records of administrative expenses and petty cash transactions.
- Prepare expense reports and regular or ad hoc administrative reports.
- Maintain and update office administration databases and documentation.
- Identify opportunities to improve administrative processes, procedures, and office services.
- Report operational issues and relevant updates to the Head of Administrative Services Sub-Unit.
- Provide administrative and operational support to other departments when required.
Requirements
- At least 1 year of relevant experience in office administration, office management, reception, or a similar role.
- English proficiency at B2 level or higher.
- Strong attention to detail and accuracy.
- Excellent verbal and written communication skills.
- Strong collaboration and interpersonal skills.
- Good customer service and client relationship management skills.
- Ability to multitask, prioritize tasks, and work effectively under pressure.
- Positive, proactive, and flexible attitude, with a willingness to support colleagues and take ownership of tasks.
- Creative approach to problem-solving and interest in improving the office environment.
- Strong knowledge of MS Office (Excel, Word, Outlook, PowerPoint).
We offer*:
- Flexible working format - remote, office-based or flexible
- A competitive salary and good compensation package
- Personalized career growth
- Professional development tools (mentorship program, tech talks and trainings, centers of excellence, and more)
- Active tech communities with regular knowledge sharing
- Education reimbursement
- Memorable anniversary presents
- Corporate events and team buildings
- Other location-specific benefits
*not applicable for freelancers