Office Administrator
Zagreb - onsite 
Outsourced Service Business

The Office Administrators main responsibility is to ensure efficient operations of the office. The demands of this role require the candidate to have an intimate understanding of the department administrative related tasks and responsibilities.

The role includes the coverage of the front desk, central purchasing, cleaning, health & safety, general maintenance, planning of events and summits, travel bookings, and other administrative tasks.

Reporting into the General Manager, the Office Administrator will:

• Carry out administrative duties to include but not limited to:
• Greet all guests and visitors to the organization professionally and assist with queries or requests when necessary
• Answer all incoming calls, emails and messages and follow up accordingly on pending matters
• Maintain a polite, concise, prompt and effective communication with internal and external customers
• Scan documents, printing, copying, and electronic filing as needed/requested
• Book meeting rooms, prepare meeting room as required, and escort visitors to meetings
• Assist in the planning of office events and summits
• Ensure office is clean and safe, organize any maintenance work on furniture and building
• Ensure Health & Safety processes are in place, accessible to all staff to read, ensure Health & Safety training are carried out on a regular basis to cover: fire, flood, earthquake, evacuation, first aid
• Ensure the office provides fire extinguishers, first aid kits, and has properly marked emergency exits
• Develop and implement clear policies and detailed processes related to various administrative duties, as required
• Execute any additional administrative duty assigned by the Senior Director Products Operations or Manager Administration
• Consistently uphold professionalism and confidentiality in all interactions and tasks

Purchasing & Vendor Relationship

• Purchase office supplies and kitchen supplies
• Ensure the timely and cost-effective acquisition of goods and services necessary for the company’s daily operations
• Manage the procurement process from requisition to ordering to delivery. Ensure payments are processed in a timely manner, and ensures purchases are within budgets and are approved
• Responsible to review and negotiate all contractual agreements as well as managing the company’s ongoing supplier relationships
• Establish and maintain good relations with all current and new vendors and business partners, ensuring the company is represented positively through effective relationship management

• Assist with the quarterly purchasing budgets and monitors cost and expenses to ensure adherence

• Monitor the inventory of office supplies, coffee stations supplies, and cleaning supplies

Travel

• Book travel following the travel policy and process, book travel within budget
• Book flights, accommodation, and transportation as required
• Compile and submit a monthly travel report, including any travel credits
• Assist in organizing the arrival of visitors to the island and to the office

Behaviors

• Service Excellence “We are all in Customer Service” - Must be the best at what they do and go the extra mile, needs to be flexible, customer focused, and feel the need to constantly improve, provide top quality service
• Difference “Embracing Diversity” - Respectful and open to different cultures and opinions, have an eye for all stakeholders. "Think Global, Act Local"
• Agility: “Adapt quickly” - Momentum remains imperative as we progress swiftly. However, we must be cautious not to conflate urgency with crisis; maintaining steady and careful movement even whilst accelerating our pace wherever viable
• Risk “Fearless face forward together” Turn the right risks into results by being international in all our efforts while protecting our business and our people at all times
• Solutions “Solve real problems” aim to address genuine issues. We are a self-driven, results-focused team working diligently on impactful solutions in our determined pursuit of excellence
• Accountability “Act like an owner” - Ability to keep their word, deliver results, be committed to their responsibilities, have strong willpower and act as if the business was their own
• Teamwork - Must have Team spirit and be able to work within a Team and empower one another, no personal agenda. We're all in the same boat working to achieve one common goal "We are One"
• Honesty - Must be an open communicator, sincere, trustworthy and transparent. Always ethical and behave and act in the best interest of the company and other employee's

Requirements

• Proven high level experience in office administration, minimum of 3 years’ experience
• Advanced understanding of corporate administrative functions, policies, and systems

• Familiarity with financial budgeting and project management principles is a plus

• Experience in building clear policies and develop detailed processes, understanding of office management procedures and company policies
• Proficiency in Microsoft Office (Word, Excel, and PowerPoint) and travel booking systems
• Demonstrated ability to manage multiple tasks efficiently and effectively, with excellent time management skills
• Strong written and verbal communication skills, with exceptional attention to detail and effective follow-through
• Proven ability to prioritize tasks, set, and achieve both individual and team goals
• High degree of initiative and commitment to supporting team goals and departmental needs
• Commitment to providing exceptional service to “clients” and support to staff members
• Ability to maintain confidentiality under all circumstances
• Ability to anticipate departmental needs and proactively address them
• Strong decision-making and problem-solving abilities
• Responsible attitude, punctual, and dependable, with a flexible and adaptable approach to tasks
• Ability to follow instructions and respond efficiently to management directions

This is a live requirement and requires the person to start as soon as possible. If this sounds like the ideal role and you have experience in a similar role / responsibilities then apply with your up to date CV. 

Dave
#LI-DO1