Office Manager

Work Hours: 10am - 6pm CET
Reports to: VP, Operations

We are seeking a detail-oriented and proactive Office Manager to ensure the smooth and efficient operation of the office environment. This role will oversee day-to-day administration, facilities management, vendor relationships, internal communication, and office-related tasks. The Office Manager will play a key role in maintaining a productive and positive workplace experience for all employees and lead the administrative function to support the needs of the business.

Office & Facilities Management

• Oversee daily office operations to ensure an organized, efficient, and safe working environment.
• Manage office facilities including workspace setup, maintenance requests, repairs, and space planning.
• Coordinate with building management, cleaning teams, and external facility vendors.
• Monitor and maintain office equipment

Administrative Responsibilities

• Help implement office policies, procedures, and operational guidelines.
• Ensure smooth execution of administrative processes, including mail handling, document management.
• Processing payments, scanning documents/receipts, supporting monthly accounting prep, expense reporting

Vendor & Procurement Management

• Manage vendor relationships for office supplies, equipment, catering, cleaning, and other services.
• Evaluate vendor performance, negotiate service contracts, and optimize cost-effective solutions.
• Oversee procurement of office supplies and maintain appropriate inventory levels.

Budget & Reporting

• Support the office operations budget management, including forecasting, purchasing, and invoice processing.
• Track expenditures and provide regular reporting to leadership.
• Identify opportunities to improve operational efficiency and reduce costs.

Events & Employee Experience

• Organize internal events, meetings, celebrations, and team-building activities.
• Coordinate logistics for onboarding of new employees (workspace setup, supplies, office orientation).
• Contribute to initiatives that enhance workplace culture and employee engagement.

Health, Safety & Compliance

• Ensure the office meets all health, safety, and compliance standards.
• Maintain company policies regarding security, visitor management, and emergency procedures.
• Coordinate health & safety training or drills, when applicable.

Travel & Logistics

• Plan and book detailed travel itineraries, accommodations, and schedules.
• Prepare travel documentation and manage expense reports.
• Adjust plans proactively in case of last-minute changes.

• Bachelor’s degree, Higher School degree, or equivalent post-secondary education preferred
• Minimum 2+ years of experience in office management, administration, or operations support
• Strong organizational, multitasking, and problem-solving skills with the ability to work independently
• Experience managing office operations, facilities, vendors, procurement, and administrative processes
• Experience with invoice processing, expense tracking, budgeting, and coordination with accounting teams
• Excellent communication and interpersonal skills
• Fluent English (written and spoken) is mandatory
• Proficiency in Microsoft Office Suite and Google Workspace
• Ability to manage confidential information with professionalism and discretion
• Experience organizing travel, meetings, office events, and employee onboarding activities
• High level of reliability, ownership, and attention to detail

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