Position Overview

We are seeking a highly organised and proactive Office Manager to oversee daily office administration, coordinate workplace operations, and support the smooth functioning of a fintech organisation in Estonia. The successful candidate will ensure that administrative processes, office resources, documentation, and internal support services are managed efficiently and professionally.

This role is central to maintaining an organised, productive, and well-coordinated working environment. The Office Manager will work closely with employees, department leads, external service providers, and management to coordinate administrative activities, manage office requirements, maintain accurate records, and support internal communication.

The ideal candidate is detail-oriented, dependable, and comfortable managing multiple responsibilities in a technology-driven business environment. They should demonstrate strong administrative judgement, effective communication skills, and the ability to identify practical improvements that enhance workplace efficiency while maintaining confidentiality and professional standards.

Key Responsibilities

1. Daily Office Administration

• Coordinate day-to-day office activities to ensure that administrative tasks are completed accurately and on schedule.
• Maintain organised office systems, administrative procedures, correspondence records, and shared documentation.
• Manage incoming communications, general enquiries, deliveries, and requests for administrative assistance.
• Prepare meeting agendas, internal notices, administrative reports, and other routine business documents.
• Ensure that office procedures are clearly documented and consistently followed.

2. Facilities and Workplace Management

• Maintain an orderly, functional, and professional working environment for employees and visitors.
• Coordinate office maintenance, cleaning, repairs, utilities, and other facility-related services.
• Monitor office supplies, equipment, furniture, and consumables, ensuring that essential resources remain available.
• Liaise with landlords, maintenance contractors, suppliers, and service providers to resolve workplace issues.
• Support workspace planning, meeting-room arrangements, and office access procedures where applicable.

3. Procurement and Expense Coordination

• Manage routine purchasing requests and obtain quotations from approved suppliers when necessary.
• Monitor office-related expenditure and maintain accurate records of invoices, receipts, purchase orders, and supplier transactions.
• Coordinate with the finance team to support invoice processing, expense documentation, and budget tracking.
• Maintain supplier records and assist with contract renewals, service agreements, and procurement documentation.
• Identify opportunities to reduce unnecessary administrative costs without compromising workplace quality.

4. Meeting and Schedule Coordination

• Organise internal meetings, management discussions, interviews, and business appointments.
• Coordinate meeting-room bookings, visitor arrangements, presentation materials, and required equipment.
• Assist with travel arrangements, accommodation bookings, itineraries, and related administrative requirements when needed.
• Maintain office calendars and communicate schedule changes to relevant employees.
• Provide administrative support for workshops, training sessions, company events, and team activities.

5. Records and Document Management

• Maintain accurate and accessible administrative records using approved digital filing systems.
• Organise contracts, supplier documentation, office policies, employee-related administrative records, and correspondence according to access requirements.
• Apply appropriate confidentiality and information-handling procedures when managing sensitive business documents.
• Support document preparation, scanning, filing, archiving, and retrieval.
• Help ensure that records are retained, accessed, and disposed of in accordance with internal policies and applicable requirements.

6. Employee and HR Administrative Support

• Assist with employee onboarding by coordinating workspace preparation, equipment requests, access arrangements, and relevant documentation.
• Support interview scheduling, training logistics, staff communications, and employee event coordination.
• Maintain office attendance or visitor records where required by company procedures.
• Coordinate requests for stationery, equipment, and other workplace resources.
• Work with HR to ensure that administrative support is delivered consistently and that employee information is handled confidentially.

7. Internal Communication and Coordination

• Serve as a central point of contact for routine office administration and workplace-related enquiries.
• Communicate office updates, maintenance notices, visitor arrangements, and administrative deadlines clearly.
• Coordinate requests between employees, management, finance, IT, HR, and external service providers.
• Follow up on outstanding administrative tasks and ensure that issues are directed to the appropriate person.
• Recommend improvements to internal communication, administrative workflows, and office procedures.

8. Digital Office Systems and Process Improvement

• Use office productivity tools, shared calendars, document management platforms, spreadsheets, and communication systems to manage daily responsibilities.
• Maintain orderly digital records and help employees follow established administrative procedures.
• Identify repetitive tasks that could be simplified through standard templates, automation, or improved workflows.
• Support the implementation of new office procedures and administrative systems.
• Maintain accurate tracking records for supplies, maintenance requests, meeting schedules, and administrative activities.

Qualifications and Experience

• A diploma or bachelor’s degree in Business Administration, Office Management, Administration, or a related field.
• Relevant experience in office administration, facilities coordination, executive support, or workplace management.
• Demonstrated ability to organise administrative activities, manage competing deadlines, and maintain accurate records.
• Practical experience with Microsoft Office or Google Workspace, including word processing, spreadsheets, calendars, and presentations.
• Strong written and verbal communication skills in English.
• Experience coordinating suppliers, monitoring office expenditure, arranging meetings, and maintaining digital filing systems.
• Good organisational skills, attention to detail, and the ability to work independently while supporting a wider team.
• Professional discretion and an understanding of confidentiality, data protection, and appropriate information handling.
• Estonian language proficiency is an advantage, particularly where the role involves local suppliers, visitors, or Estonian-speaking colleagues.

Essential Skills and Competencies

• Office administration and facilities coordination
• Time management and prioritisation
• Written communication and professional correspondence
• Digital document and records management
• Supplier coordination and basic expense tracking
• Meeting, travel, and calendar management
• Microsoft Office and digital workplace tools
• Problem-solving and administrative process improvement
• Confidentiality and professional judgement
• Teamwork and stakeholder coordination

Performance Expectations

The Office Manager will be expected to maintain reliable administrative processes, ensure that office resources are available when needed, coordinate facilities and suppliers effectively, and provide timely support to employees and management.

Performance will be assessed through administrative accuracy, responsiveness to workplace requests, effective supply and expense management, maintenance of organised records, timely completion of assigned tasks, and the overall quality of office support services.

First-Year Objectives

During the first 12 months, the successful candidate will be expected to establish consistent office administration routines, improve document organisation, strengthen supplier and expense tracking, and ensure that facilities and workplace resources are managed efficiently. The role will also contribute to smoother employee onboarding, improved meeting coordination, and the adoption of practical digital processes that reduce administrative delays.

Why This Opportunity

This position offers the opportunity to contribute directly to the efficiency and professionalism of a growing fintech organisation in Estonia. The Office Manager will help create a well-organised workplace, support employees across different functions, and ensure that essential administrative services operate reliably.

The role is suited to an administrative professional who values structure, takes ownership of responsibilities, and enjoys making everyday business operations more efficient through careful planning, effective communication, and continuous improvement.

Ideal Candidate

The ideal candidate is organised, resourceful, service-oriented, and dependable. They take initiative, maintain high standards of accuracy, and handle confidential information responsibly. They can manage routine administrative tasks independently, respond calmly to unexpected requests, and build productive relationships with colleagues and external service providers.

Above all, they understand that effective office management depends on consistency, attention to detail, sound judgement, and a proactive approach to supporting the wider organisation.

Are you interested in this position?

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