Office manager / Administrative Coordinator

This position is based in Belgrade, Serbia, and is 100% onsite.

It’s a temporary position with 1 year contract to cover our colleague’s maternity leave period

What you’ll be doing:

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  Act as the main liaison for office building related matters and coordinate with external vendors such as cleaners, repair services, maintenance personnel and landlords
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  Oversee daily office operations and ensure a well-organized and efficient environment.
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  Provide access control for vendors and manage the receipt and shipment of packages including inventory control
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  Organize and oversee the import/export of office equipment in collaboration with forwarders.
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  Organize and coordinate internal and external meetings, including booking hotels for visitors and arranging transportation for arrivals and departures.
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  Track and manage office budgets and expenses.
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  Process and archive invoices, ensuring timely payment and accuracy.
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  Provide support for team-building activities and company events.
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  Builds relationships with colleagues and fosters a positive and engaging office environment
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  Collaborate with internal partners such as Executive Assistants (EAs), HR, IT, and team leaders to support office operations.
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  Maintain a clean and organized office environment, including purchasing and stocking office supplies and other inventory.
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  Help document and enhance operational processes, such as managing regular maintenance programs (e.g., janitorial services, patching, and painting).
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  Maintain and organize office records, files, and documentation.
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  Handle scanning, archiving, and retrieval of important documents.
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  Assist with payroll, documentation, and administration coordination tasks as needed.
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  Ensure compliance with health and safety regulations and standards.
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  Evaluate current services and processes, and recommend improvements.
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  Perform ad-hoc tasks and projects as required to support office functions.
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  Assist with special projects or initiatives as assigned by management.

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  Provide local support for expat team members to help them navigate language and bureaucratic challenges. This includes assistance related to banking, landlords, communal services, etc.
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  Explain and guide expat team members through the bureaucratic or customary processes
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  Translating as needed
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  Providing guidance and recommendations to team members as a local expert.

What we’re looking for

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  Strong English language skills (written and spoken)
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  Strong Serbian language skills (native speaker preferably) with life experience in Serbia, Belgrade preferably
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  2+ years experience as an Administrative Assistant
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  Previous work experience in Office Operations in a growing company highly desirable
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  Organizational Skills: Ability to manage multiple tasks and prioritize effectively.
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  Technical Proficiency: Competence in office software (e.g., MS Office, Google Workspace).
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  Problem-Solving: Ability to troubleshoot and resolve office-related issues.
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  Interpersonal Skills: Strong ability to interact with internal teams and external vendors.
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  Strong attention to detail and ability to prioritize tasks under tight deadlines
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  Excellent verbal, written, and interpersonal communication skills, able to engage
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  Service-oriented mindset
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  Ability to manage projects end-to-end (from start-to-completion) including delegation of tasks to other participants or proxies, and take ownership of completion of all related tasks.
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  Committed to a growth mindset and open to receiving feedback for continuous improvement
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  Willingness to contribute to projects or tasks outside of core responsibilities

Highly desired

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  Experience of supporting HR and administrative tasks related to Immigration
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  Experience with globally distributed teams/diverse workforce
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  Conversational Russian language skills

We are offering

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  Competitive remuneration
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  Paid leaves
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  Flexible working hours
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  Onsite work in our brand-new comfortable office located in Milutina Milankovića, 1a
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  Employment contract in Serbia
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  Private medical insurance
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  Working with top industry experts in our international team