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?

Apply by clicking on the “Apply Now” Button below!

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