Office Administrator

Job Title Office Administrator

Contract Type Permanent

Time Type Full time

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.

If you think the open position you see is right for you, we encourage you to apply!

Our people make all the difference in our success.