Office Administrator

• Manage day-to-day office operations and act as the first point of contact for staff and visitors.
• Handle incoming and outgoing post and courier deliveries.
• Responsible for overseeing the kitchen area to ensure cleanliness, organization, and adequate supplies.
• Maintain office supplies inventory and place orders as needed.
• Coordinate repairs and maintenance for office equipment and facilities.
• Manage ad hoc purchases (office furniture, tech equipment, snacks, etc.).
• Organize and maintain physical and digital filing systems.

• Assist with onboarding new employees, including workspace setup, access cards, alarm codes, parking.
• Maintain employee records and ensure compliance with company policies (IT assets handover).
• Internal communications.
• Create and maintain internal office documentation (e.g., office guides, vendor lists).
• Support management with miscellaneous administrative tasks as requested.

• Process invoices, expense reports, and petty cash.
• Suppliers/vendor management for Tallin office.
• AP payments handling, AX/D365 postings (info for account, cost centre, VAT, approval etc is provided by local finance)
• Saving invoice & approval info to scanned invoices database
• Liaise with finance or accounting departments for monthly reporting.
• Bank reconciliation: bank balance in AX vs bank statement
• Manage vendor relationships and contract renewals.

• Schedule and coordinate internal meetings, including booking rooms, catering, and equipment.
• Organize company events, team-building activities, and staff celebrations.
• Book travel arrangements and accommodations for staff or guests.

• Ensure the office complies with local workplace safety, health regulations and documentation.
• Act as the point of contact for building management with Mainor Ülemiste and Pristis, fire safety, and service vendors (cleaning, maintenance, IT support).

• Proven experience as an Office Manager, Administrative Manager, or similar role.
• Excellent organizational, multitasking, and time-management skills.
• Strong written and verbal communication skills in English and Estonian.
• Proficiency in MS Office (Word, Excel, Outlook, Teams, ); familiarity with office management tools (e.g. MS Office Workspace, Planner, or similar platforms) is a plus.
• Ability to handle confidential information with integrity.
• Experience supporting HR or finance departments is a plus.

• Structuring and organizational skills.
• Strong communication and influencing skills at all levels of the organization within clearly defined levels of authority.
• Strong prioritization skills.
• Outstanding attention to detail and awareness to change.
• Ability to work under pressure and comfortable operating with some level of ambiguity and change.
• Energetic and enjoys taking on challenges.
• Keen on learning new things and digging into new and unfamiliar topics.
• Proven ability to build strong internal relationships using an open and consultative approach.
• Reliable and independent working attitude.

• Nice office in Ülemiste City (hybrid working possibility after probation period).
• Health insurance covered by the company and 3 paid by the company health days per year (after probation period).
• Service leave days according to seniority.
• Different training and self-development activities.
• Career development opportunity within the Group.
• Global Brand: Opportunity to work in an international environment.
• Stability: 100 Years at the top of our field and still pushing into new territory.
• Progression: We reward high performers and look to promote key talent internally.
• Learning and Development opportunities for growth and Upskilling.
• A Supportive Management Culture and autonomous working environment.
• Company Wide Bonus Scheme.
• Dedicated Employee Engagement Activities.
• Annual Awards and Recognition for high Performers.
• Friendly and Collaborative work environment.

• Tallinn, Harjumaa, Eesti

• Täistööaeg
• Paindlik tööaeg

• Inglise
• Eesti

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