Company Overview

The organisation operates in a professional business environment where effective administration, structured workflows, and reliable operational support are essential to maintaining productivity and delivering consistent results. Its administrative function supports coordination across departments, helps maintain internal standards, and ensures that employees have access to the information, resources, and processes required to perform their responsibilities efficiently.

The organisation values accountability, clear communication, operational discipline, and continuous improvement. The Remote Office Manager will contribute to these priorities by coordinating administrative activities, maintaining effective office procedures, and supporting the smooth operation of a distributed workforce.

Role Summary

The Remote Office Manager will oversee day-to-day administrative operations and coordinate the internal processes that keep the organisation functioning effectively. This position requires a highly organised professional who can manage competing priorities, maintain accurate documentation, coordinate meetings, monitor administrative requirements, and ensure that routine operational tasks are completed on schedule.

Working remotely, the successful candidate will collaborate with team leaders, employees, external service providers, and other stakeholders to maintain consistent administrative standards across the organisation. The role also involves identifying process gaps, improving documentation practices, and introducing practical solutions that reduce administrative delays.

The ideal candidate will combine strong organisational skills with sound judgement, professional communication, discretion, and the ability to work independently in a remote environment.

Key Responsibilities

• Coordinate daily administrative operations, ensuring that internal requests, routine tasks, and operational priorities are handled efficiently.
• Develop, maintain, and improve administrative procedures, office guidelines, and standard operating documentation.
• Manage calendars, schedule meetings, coordinate appointments, and communicate changes to relevant participants.
• Maintain organised digital records, contracts, correspondence, reports, and other essential business documents.
• Coordinate administrative support for managers and departmental teams, including document preparation, meeting arrangements, and follow-up activities.
• Monitor office-related supplies, software subscriptions, service requests, and other administrative resources.
• Liaise with external service providers and suppliers regarding routine administrative requirements, service delivery, and documentation.
• Track outstanding administrative tasks and follow up with responsible employees to ensure deadlines are met.
• Support employee onboarding by coordinating documentation, introductory meetings, internal communications, and access requests with the appropriate teams.
• Prepare administrative reports covering workflow status, outstanding requests, resource requirements, and operational issues.
• Establish clear communication procedures that support collaboration between remote employees and management.
• Identify repetitive administrative activities that could be simplified through automation, templates, or improved digital workflows.
• Handle confidential business information responsibly and ensure that records are accessible only to authorised individuals.
• Support the coordination of internal projects, company meetings, training sessions, and organisational activities.
• Recommend practical improvements to administrative efficiency, service quality, and internal accountability.

Requirements and Qualifications

• A degree, diploma, or equivalent professional qualification in Business Administration, Office Management, Management, or a related discipline is preferred.
• Demonstrated experience in office management, administration, business support, or a comparable operational role.
• Strong organisational and time-management skills, with the ability to manage several priorities simultaneously.
• Excellent written and verbal communication skills and the confidence to coordinate with colleagues across different departments.
• Experience using digital productivity tools, shared calendars, document management systems, spreadsheets, and collaboration platforms.
• Ability to maintain accurate records, prepare professional reports, and follow established administrative procedures.
• Strong problem-solving skills and the ability to identify inefficiencies and implement practical improvements.
• High standards of confidentiality, integrity, reliability, and professional conduct.
• Ability to work independently, meet deadlines, and remain responsive in a fully remote working environment.
• Attention to detail when reviewing documents, tracking requests, and managing administrative information.
• Familiarity with remote team coordination, workflow management, and digital recordkeeping is an advantage.
• Knowledge of data protection principles and secure information-handling practices is beneficial.

Benefits

• Fully remote working arrangement within Estonia.
• Opportunity to contribute to the organisation’s operational efficiency and administrative standards.
• Collaborative working environment with opportunities to engage across multiple business functions.
• Scope to improve administrative systems, introduce better workflows, and develop operational expertise.
• Opportunities for professional development in office management, process coordination, and business operations.
• Clear responsibilities and opportunities to take ownership of administrative improvements.
• Employment conditions and benefits will be discussed during the recruitment process.

Application Instructions

Applicants should submit an up-to-date CV highlighting relevant office management experience, administrative responsibilities, digital tools proficiency, and examples of process improvements they have supported.

Candidates are encouraged to demonstrate how they organise competing priorities, maintain confidential records, coordinate remote teams, and ensure that administrative work is completed accurately and on time.

Applications will be reviewed based on relevant experience, organisational capability, communication skills, and suitability for a remote working environment. Specific application procedures and any additional recruitment information will be provided through the relevant hiring channel.

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