Office Administrator

Job description

Job Description

• Provide in a speedy and accurate manner a full range of secretarial duties such as typing, filling, assistance in preparation materials, making appointments and receiving calls and visitors, maintain communication flow, ensuring that company messages come across the organization. Manage company mailbox.
• Fulfill administrative tasks such as booking tickets, hotels, assisting in conferences, seminars preparations, mail delivery, registration, publications, participation and coordination of various projects etc.
• Organize purchasing of materials and services needed in office daily work, such as stationary and other office supplies (for kitchen, hygiene, etc.); translation, printing services, etc.
• Coordinate company car issues, following Car Policy and instructions received. Preparation of the contracts with the employees, inspection of company cars, communication with leasing company, etc.
• Administrate incoming invoices. Invoice registration; collecting necessary background documents/info to invoices; Scanning invoices to SAP; IMG Numeri assistance. Work with SAP: creating PO-s; IMG Numeri assistance (monthly open PO report; monthly recurring documents). Check and confirm balance sheets, prepare accounting notes, prepare car lease re-ports, prepare leased cars report
• Administrate HR-related documents: BTR’s, vacation requests, deduction requests, absence notifications. Keep working hours data up-to-date and prepare report.
• Create new and amend already existing vendors, prepare biddings and TAS forms.
• Prepare company documents, such as orders, requests, and ensure that filing system is developed and maintained.
• Manage Labor Safety practices, ensuring all statutory requirements are met. Perform tasks as work environment specialist and responsible for first aid
• Maintain personnel files in Estonia
• Organize On-boarding and exiting employees IT systems and training. Daily support of IT questions, etc.
• Prepare quarterly reports to statistical office (nr of employees; working hours; costs)
• Provide HSE reports monthly/quarterly/annually
• Administrate the database of mobile phone devices (controls the limits for overdrafts, new account requests, tariff changes, mobile phones purchasing etc.)

Desired profile

Minimum requirements

Higher education
Fluent in Estonia, very good English language (both written and spoken) skills
1-3 years working experience in a similar position
Ability to manage multitasking
Very good communication skills