Office Manager

Job Summary 

We are seeking a highly organized and detail-oriented Office Manager to oversee the daily operations of our offices. Our offices are located in Stockholm, Sliema, Poltava and Odessa. The successful candidate will manage administrative tasks, support all office staff as well as our wider organization, and ensure the smooth running of office functions. This role requires strong communication, multitasking, and problem-solving skills. 

Key Responsibilities 

• Manage day-to-day office operations and ensure a well-organized, professional environment. 

• Maintain the purchase of office supplies, equipment, and other relevant goods. 

• Manage relevant office vendor relationships. 

• Assist with and coordinate recurring and one-time staff events at our office(s), or at external venues. 

• Ensure compliance with relevant company policies and health & safety regulations. 

• Assist in trade show coordination and event booking, including travel reservations.

• Manage and assist with coordination of cross-continent shipments and orders of some staff and marketing merch. 

• Provide general administrative support to other departments and offices as required. 

• Serve as the first point of contact for visitors in our Malta office. 

• Manage incoming mail addressed to the Malta office.

Qualifications & Skills 

• Experience as an Office Administrator, Administrative Assistant, or similar role. 

• Strong organizational and time-management skills. 

• Deal with local vendors in accordance with local laws and regulations. 

• Proficiency in MS Office (Word, Excel, Outlook, PowerPoint). 

• Excellent written and verbal communication skills in English language. 

• Ability to multitask, prioritize, and work independently. 

• Strong problem-solving skills and attention to detail. 

Working Conditions 

• Full-time, office-based role (some flexibility may be available). 

• Standard office hours.