The Role
The Office Manager in Zagreb coordinates office operations, manages financial processes, oversees vendor communications, supports employees, and ensures compliance with workplace safety.
Summary Generated by Built In
About Newfire
Newfire Global Partners is a rapidly growing, privately-held, American company that provides advisory and technology services to some of the world’s most innovative companies. In 2022, Inc. Magazine recognized Newfire as one of the fastest-growing companies in America. Headquartered in Boston with operations spanning four continents (including teams in Argentina, Brazil, Canada, Costa Rica, Columbia, Croatia, Malaysia, Mexico, Poland, Portugal, Ukraine, United States, and others), our global staff of nearly 1,000 professionals represents top talent worldwide in the areas of software development, product management, data science & data engineering, and CEO & board advisory services.
We're looking for the Office Manager in Zagreb, Croatia who will play a key role in ensuring the smooth, efficient, and compliant operation of the local office. This position combines administrative coordination, vendor and office management, employee support, basic financial administration, documentation handling, and cross-functional communication. The ideal candidate is highly organized, reliable, service-oriented, and comfortable managing a wide range of operational tasks in a dynamic business environment. This is a Hybrid role, requiring work from office three days in a week.
Key Responsibilities
- Overseeing payroll-related inputs (hourly reports, Multisport, AZ pension fund, bonuses, special occasion payments, payment orders).
- Collecting vendor quotations and preparing payments for supplier invoices (office supplies, refreshments, hotels, gifts).
- Communicating with TMF regarding customer cards, executing payment cycles, and ensuring accurate financial processing.
- Making decisions on refunds and reimbursements (education budget, team building budget, team lead budget, employee reimbursement requests).
- Managing travel orders and related documentation.
- Coordinating office maintenance and liaising with landlords, technicians, cleaners, and external service providers.
- Preparing and publishing newcomer announcements.
- Communicating employee benefit offers (Multisport, blood donation initiatives, internal campaigns, etc.).
- Event management, including sourcing venues and gifts, and coordinating communication with vendors and employees.
- Ensuring workplace safety compliance (cooperation with Tehnozaštita, scheduling inspections).
- Creating, distributing, and analyzing surveys required by institutions such as Croatian Chamber of Commerce.
- Managing internal quotas (e.g., budgets, allocations).
- Handling physical documentation (certifications, stamping, postal deliveries).
- Managing equipment sales (issuing invoices, preparing decisions and declarations).
- Managing onsite employee files and documentation.
- Coordinating office relocation activities.
- Other tasks based on employer requirements and in the nature of the job.
Skills, Knowledge & Expertise
- Strong organizational and multitasking skills, with the ability to prioritize effectively.
- Excellent verbal and written communication skills (Croatian and English language)
- Proactive, solution-oriented mindset with strong attention to detail.
- High level of reliability, discretion, and professionalism.
- Service-oriented approach and ability to build positive relationships across teams.
- Adaptability and ability to stay calm in a fast-paced environment.
Nice-to-have skills:
- Driver's licence
- Economic background or education is a plus
About
Newfire Global Partners is a leading custom software development company that specializes in working on complex problems. With a strong focus on meeting the unique needs of each organization, they connect clients with local leaders and trusted remote teams to deliver exceptional IT services and software development solutions. Their range of expertise spans various domains, including Data & Analytics, AI/ML, Software Engineering, Product Management, and Marketing. By leveraging recent innovations in artificial intelligence, Newfire Global Partners ensures that their clients can transform the new normal into a competitive advantage. Through their advisory services, experienced leaders guide businesses through transformations and de-risk operations throughout the entire lifecycle. They also offer talent augmentation, bringing together highly skilled professionals from multi-disciplinary teams to support software, product, and marketing needs. Newfire Global Partners is committed to providing excellent service and driving client growth. Their team of industry experts works closely with organizations, whether it's driving transformation, building from scratch, or getting things done efficiently. Trusted by VC & PE firms, established businesses, and startups, Newfire Global Partners is proud to be a reliable partner in various industries, including healthcare, enterprise, and fintech. Partner with Newfire Global Partners today and unlock the expertise that accelerates success.
Skills Required
- Strong organizational and multitasking skills
- Excellent verbal and written communication skills in Croatian and English
- Proactive, solution-oriented mindset with strong attention to detail
- High level of reliability, discretion, and professionalism
- Service-oriented approach and ability to build relationships
- Adaptability to fast-paced environments
- Driver's licence
- Economic background or education
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The Company
What We Do
Newfire Global Partners is a technology and advisory firm founded in 2016. They specialize in software development, staff augmentation, and strategic advisory services, helping organizations navigate digital transformation. Their work spans high-impact industries, with a particular emphasis on digital healthcare, fintech, and cybersecurity. They focus on solving complex challenges through product-led thinking, business strategy, and the practical application of AI to drive measurable growth and operational success.
