Job Description

We are looking for an Office Administrator who will be based in Tallinn, work in close collaboration with colleagues on-site and Group`s other locations and will be reporting to oue Office Manager.

Main Responsibilities

• Answering incoming calls and forwarding calls and messages.
• Assisting with the organisation of internal and external courses, seminars and meetings, including room bookings and preparation.
• Coordinating hotel bookings and local transportation for external guests.
• Welcoming guests and arranging refreshments, bookings and IT support as needed.
• Coordinating document signing and stamping upon request.
• Managing incoming and outgoing mail, courier services, deliveries and related costs.
• Liaising with other offices on postal matters, original documents and customs requirements.
• Supporting the Office Manager in organising events.
• Preparing guarantee letters and coordinating signatures and delivery.
• Liaising with the landlord on day-to-day maintenance issues.
• Managing the in-house archive, including document registration, storage and disposal.
• Coordinating with service providers to ensure office supplies, cleanliness, safety and equipment maintenance.
• Liaising with cleaning staff and coordinating daily cleaning requirements.
• Ordering office supplies, refreshments and periodicals, and tracking related expenses.
• Assisting with restaurant reservations and catering arrangements for employees and guests.
• Ensuring office security by monitoring entrances and cameras, accompanying visitors and service providers, and reporting issues.
• Providing cover for colleagues in the same function during absences.
• Preparing procurement documentation, coordinating approvals and signatures, and maintaining procurement records in line with company policies.
• Performing other administrative tasks as requested by the Office Manager or management.

Profile

• Relevant education in Business Administration, Office Management, Hospitality or a related field is preferred.
• Fluent in Estonian and English, both written and spoken; knowledge of Russian is an advantage.
• Previous experience in a similar administrative, receptionist or office support role.
• Proactive, discreet, responsible and punctual.
• Professional, helpful, polite and positive attitude.
• Excellent organisational and multitasking skills, with strong attention to detail.
• Strong communication and interpersonal skills, with a service-oriented mindset.
• Ability to work independently, prioritise tasks and manage multiple requests efficiently.
• Flexible, reliable and comfortable working in a dynamic environment.
• Good command of MS Office and general office administration tools.

Are you interested in this position?

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