Middle Office Manager

We are looking for an organized, proactive, and service-oriented Office Manager to ensure the smooth day-to-day operation of our office. In this role, you will be responsible for coordinating general office services, managing administrative processes, welcoming visitors, supporting office events, and maintaining a comfortable and well-organized working environment. The ideal candidate is detail-oriented, communicative, and able to manage multiple tasks efficiently while maintaining a positive attitude and a high level of service. Key Responsibilities 1. Office Administration & General Services - Coordinate daily office operations and ensure the smooth delivery of administrative services. - Manage office supply inventory, place orders, and coordinate the purchasing and delivery of goods and services in accordance with internal procedures. - Handle office-related requests in Jira, ensuring timely follow-up and resolution. - Coordinate with contractors, suppliers, and building management on office maintenance and operational matters. - Monitor office facilities, identify potential issues, and coordinate their resolution. - Keep office storage areas and supplies organized and properly maintained. 2. Visitor Management & Event Support - Coordinate business visits, including transportation, accommodation, catering, and meeting room arrangements. - Ensure meeting rooms and conference facilities are properly prepared for visitors and business meetings. - Maintain an inventory of visitor gifts and related materials. - Handle special visitor requests and escalate non-standard or high-priority situations when necessary. - Support the organization and coordination of internal office events. 3. Reception & Front Desk Operations - Manage incoming and outgoing mail, courier services, and ensure timely delivery of documents and packages. - Handle supplier documentation, payment-related requests, and administrative escalations. - Oversee reception area operations, including incoming calls, visitor assistance, information services, and lost-and-found procedures. - Conduct regular office checks to ensure the reception and common areas are maintained appropriately. 4. Office Setup & Facilities Coordination - Support office opening and closing procedures. - Assist with office relocation, reorganization, and workspace setup. - Coordinate the establishment and maintenance of office services and reception areas. 5. Administrative Reporting & Operational Support - Maintain records of administrative expenses and petty cash transactions. - Prepare expense reports and regular or ad hoc administrative reports. - Maintain and update office administration databases and documentation. - Identify opportunities to improve administrative processes, procedures, and office services. - Report operational issues and relevant updates to the Head of Administrative Services Sub-Unit. - Provide administrative and operational support to other departments when required. Requirements - At least 1 year of relevant experience in office administration, office management, reception, or a similar role. - English proficiency at B2 level or higher. - Strong attention to detail and accuracy. - Excellent verbal and written communication skills. - Strong collaboration and interpersonal skills. - Good customer service and client relationship management skills. - Ability to multitask, prioritize tasks, and work effectively under pressure. - Positive, proactive, and flexible attitude, with a willingness to support colleagues and take ownership of tasks. - Creative approach to problem-solving and interest in improving the office environment. - Strong knowledge of MS Office (Excel, Word, Outlook, PowerPoint). We offer*: - Flexible working format - remote, office-based or flexible - A competitive salary and good compensation package - Personalized career growth - Professional development tools (mentorship program, tech talks and trainings, centers of excellence, and more) - Active tech communities with regular knowledge sharing - Education reimbursement - Memorable anniversary presents - Corporate events and team buildings - Other location-specific benefits *not applicable for freelancers