Position Overview

We are seeking a detail-oriented and organised Administrative Coordinator to support daily business operations, coordinate administrative workflows, and maintain accurate documentation within a fintech organisation in Estonia. This role is essential to ensuring that internal processes run smoothly, information is properly managed, and employees receive timely administrative support.

The successful candidate will coordinate schedules, maintain records, prepare business documents, track administrative requests, and facilitate communication between departments. Working closely with the office management, finance, human resources, operations, and technology teams, the Administrative Coordinator will help ensure that routine business activities are completed efficiently and in accordance with established procedures.

This position is ideal for a professional who combines strong organisational skills with attention to detail, effective communication, and the ability to manage multiple priorities. The candidate should be comfortable using digital workplace tools, handling confidential information responsibly, and identifying practical ways to improve administrative efficiency in a modern, technology-driven environment.

Key Responsibilities

1. Administrative Coordination

• Coordinate daily administrative activities and ensure that assigned tasks are completed accurately and within established deadlines.
• Organise correspondence, maintain administrative schedules, and manage incoming requests from employees and external contacts.
• Prepare, format, review, and distribute routine business documents, reports, internal notices, and meeting materials.
• Maintain task trackers and follow up on outstanding requests to ensure timely completion.
• Support the implementation of administrative procedures and ensure that documentation follows established company standards.

2. Document and Records Management

• Maintain structured digital and physical filing systems for business correspondence, invoices, contracts, reports, and other administrative records.
• Ensure that documents are correctly named, categorised, stored, and accessible to authorised personnel.
• Assist with document preparation, scanning, data verification, archiving, and retrieval.
• Review administrative records for completeness and flag missing information, inconsistencies, or documentation errors.
• Follow internal retention policies and applicable data protection requirements when handling business and employee information.

3. Scheduling and Meeting Support

• Coordinate meeting schedules, calendar invitations, appointments, and internal administrative deadlines.
• Arrange meeting rooms, virtual meeting links, presentation materials, and other logistical requirements.
• Prepare meeting agendas and supporting documents and distribute them to relevant participants.
• Record meeting minutes when required and maintain action lists with assigned responsibilities and follow-up dates.
• Assist with travel coordination, accommodation arrangements, and event logistics when necessary.

4. Interdepartmental Communication

• Act as an administrative point of contact for routine enquiries and requests from internal teams.
• Coordinate information exchange between finance, HR, operations, compliance, customer support, and technology departments.
• Distribute internal communications and ensure that relevant updates reach the appropriate recipients.
• Track requests requiring input from multiple departments and follow up on unresolved items.
• Escalate complex administrative issues, urgent requests, and procedural concerns to the appropriate manager.

5. Data Entry and Administrative Reporting

• Enter, update, and verify information in approved company databases, spreadsheets, and business management systems.
• Check records for accuracy, completeness, consistency, and duplication.
• Prepare routine activity reports, status summaries, document registers, and administrative performance updates.
• Maintain trackers for office supplies, supplier information, invoices, appointments, and other assigned administrative activities.
• Handle business information carefully and follow access controls when working with internal systems.

6. Procurement and Expense Administration

• Assist with preparing purchase requests, collecting supplier quotations, and maintaining procurement documentation.
• Track office supply requirements and coordinate replenishment requests with authorised personnel.
• Maintain organised records of invoices, receipts, expense claims, and supplier correspondence.
• Coordinate with the finance team to resolve missing documentation and support routine invoice-processing activities.
• Help monitor administrative expenditure and identify opportunities to reduce unnecessary delays or costs.

7. Employee and Office Support

• Assist with employee onboarding by coordinating documentation, equipment requests, access arrangements, and introductory schedules.
• Support HR with interview scheduling, training coordination, employee communications, and personnel administration.
• Respond to routine workplace requests and direct specialised IT, facilities, or HR issues to the appropriate team.
• Help maintain organised office resources, meeting materials, and administrative supplies.
• Provide logistical support for internal events, workshops, training sessions, and company meetings.

8. Process Improvement and Digital Administration

• Use digital collaboration platforms, shared calendars, spreadsheets, and document management tools to organise administrative work.
• Identify repetitive tasks and recommend improvements through templates, standardised workflows, and appropriate automation.
• Help maintain consistent administrative checklists, filing conventions, and reporting procedures.
• Support the introduction of new administrative systems and communicate procedural changes to relevant employees.
• Contribute to a more efficient working environment through proactive planning and accurate follow-through.

Qualifications and Experience

• A diploma or bachelor’s degree in Business Administration, Office Administration, Management, or a related discipline.
• Previous experience in administrative coordination, office support, business operations, or a comparable role is preferred.
• Strong working knowledge of Microsoft Office or Google Workspace, particularly spreadsheets, word processing, calendars, and presentations.
• Experience maintaining digital records, preparing reports, coordinating schedules, and managing administrative correspondence.
• Good written and verbal communication skills in English.
• Strong organisational skills, attention to detail, and the ability to manage several tasks simultaneously.
• Ability to handle confidential information responsibly and follow established policies and procedures.
• A practical, service-oriented approach to resolving routine administrative issues.
• Estonian language proficiency is an advantage, depending on the organisation’s internal and external communication requirements.

Essential Skills and Competencies

• Administrative planning and coordination
• Data entry and information accuracy
• Digital filing and document control
• Scheduling and meeting administration
• Business correspondence and report preparation
• Cross-functional communication
• Time management and task prioritisation
• Basic procurement and expense administration
• Confidentiality and data protection awareness
• Problem-solving and process improvement

Performance Expectations

The Administrative Coordinator will be expected to maintain accurate records, complete administrative assignments on schedule, respond promptly to internal requests, and ensure that relevant documentation is readily available to authorised colleagues.

Performance will be evaluated through administrative accuracy, task completion rates, response times, document quality, scheduling effectiveness, adherence to internal procedures, and the reliability of information maintained across company systems.

First-Year Objectives

During the first 12 months, the successful candidate will be expected to establish reliable administrative routines, improve the organisation of digital records, strengthen task-tracking practices, and support consistent coordination between departments. Additional objectives will include improving the accuracy of administrative data, reducing delays in document processing, and contributing to more efficient scheduling and reporting workflows.

Why This Opportunity

This position provides an opportunity to contribute to the operational effectiveness of a fintech organisation in Estonia while developing professional experience in business administration and digital workplace operations.

The Administrative Coordinator will work across different business functions, gain exposure to internal processes, and help maintain the organisational structure that enables teams to perform effectively. The role offers a practical environment for someone who values accuracy, teamwork, continuous learning, and professional development.

Ideal Candidate

The ideal candidate is dependable, methodical, and proactive, with a strong commitment to accuracy and service quality. They can organise information clearly, communicate professionally, manage competing deadlines, and follow through on assigned responsibilities without constant supervision.

They are comfortable working with digital tools, respect confidentiality, and understand the importance of maintaining reliable records and consistent administrative procedures. Above all, they take pride in helping colleagues work efficiently and ensuring that everyday business activities are properly coordinated.

Are you interested in this position?

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