Office manager / Administrative Coordinator

This position is based in Belgrade, Serbia, and is 100% onsite. It’s a temporary position with half-a-year contract to cover our colleague’s maternity leave period

What you’ll be doing:

Office Management

• Act as the main liaison for office building related matters and coordinate with external vendors such as cleaners, repair services, maintenance personnel and landlords
• Oversee daily office operations and ensure a well-organized and efficient environment.
• Provide access control for vendors and manage the receipt and shipment of packages including inventory control
• Organize and oversee the import/export of office equipment in collaboration with forwarders.
• Organize and coordinate internal and external meetings, including booking hotels for visitors and arranging transportation for arrivals and departures.
• Track and manage office budgets and expenses.
• Process and archive invoices, ensuring timely payment and accuracy.
• Provide support for team-building activities and company events.
• Builds relationships with colleagues and fosters a positive and engaging office environment
• Collaborate with internal partners such as Executive Assistants (EAs), HR, IT, and team leaders to support office operations.
• Maintain a clean and organized office environment, including purchasing and stocking office supplies and other inventory.
• Help document and enhance operational processes, such as managing regular maintenance programs (e.g., janitorial services, patching, and painting).
• Maintain and organize office records, files, and documentation.
• Handle scanning, archiving, and retrieval of important documents.
• Assist with payroll, documentation, and administration coordination tasks as needed.
• Ensure compliance with health and safety regulations and standards.
• Evaluate current services and processes, and recommend improvements.
• Perform ad-hoc tasks and projects as required to support office functions.
• Assist with special projects or initiatives as assigned by management.

Expat Support

• Provide local support for expat team members to help them navigate language and bureaucratic challenges. This includes assistance related to banking, landlords, communal services, etc.
• Explain and guide expat team members through the bureaucratic or customary processes
• Translating as needed
• Providing guidance and recommendations to team members as a local expert.

What we’re looking for

• Strong English language skills (written and spoken)
• Strong Serbian language skills (native speaker preferably) with life experience in Serbia, Belgrade preferably
• 2+ years experience as an Administrative Assistant
• Previous work experience in Office Operations in a growing company highly desirable
• Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
• Technical Proficiency: Competence in office software (e.g., MS Office, Google Workspace).
• Problem-Solving: Ability to troubleshoot and resolve office-related issues.
• Interpersonal Skills: Strong ability to interact with internal teams and external vendors.
• Strong attention to detail and ability to prioritize tasks under tight deadlines
• Excellent verbal, written, and interpersonal communication skills, able to engage
• Service-oriented mindset
• Ability to manage projects end-to-end (from start-to-completion) including delegation of tasks to other participants or proxies, and take ownership of completion of all related tasks.
• Committed to a growth mindset and open to receiving feedback for continuous improvement
• Willingness to contribute to projects or tasks outside of core responsibilities

Highly desired

• Experience of supporting HR and administrative tasks related to Immigration
• Experience with globally distributed teams/diverse workforce
• Conversational Russian language skills

We are offer

• Competitive compensation  
• Paid time off 
• Flexible working hours
• Onsite work in our brand-new comfortable office located in Milutina Milankovića, 1a
• Employer-sponsored health coverage
• Working with top industry experts in our international team