Office Coordinator

The Office Coordinator reports to the Office Manager and supports Operations in administrative tasks. The position holder is primarily responsible for administrative activities to facilitate smooth running of the office, act as a point of contact for external service providers, maintain the internal document database and together with accounting department process issued invoices.

Responsibilities

To ensure the main aims listed above are handled in a professional and structured way including:

Office agenda:

Office duties: answer phone calls, assist to visitors, issue visitor badges, petty cash

Administration of assigned property and maintenance of respective database

Ensuring correspondence is properly registered and sent on time

Order office supplies and ensure with all purchases we have achieved best market prices and office runs efficiently

Process vendor invoices according to internal procedures

Monitor inventory and ensure all property is registered

Coordinate business travel, transportation, and accommodation for Global Blue staff as requested

Assists employees with administrative duties, business travels, and expense reports

HR agenda:

Administration, maintenance, and archiving of selected employee documents

Organisation of internal training and Cross dpt. training

Handle employee inquiries regarding HR policies, benefits, and procedures

Ensuring that health and safety policies are up to date and respected

Administrative support for Slovak sales activities

Collaboration on internal events

Reporting and other administrative tasks according to employer needs

Duties and responsibilities can be changed after arrangement

Main KPI’s

To ensure the daily care and smooth functioning of the office environment, focusing on the well-being and satisfaction of employees

Measurement: based on feedback and satisfaction from employees and

line managers

Focus on administrative performance, particularly in the context of invoice registration ensuring that the process is efficient, accurate, and compliant with internal and external requirements

Ensure all preparations are completed for the arrival of the new employee

Competencies

Solid communication skills both written and verbal

Slovak language C1

Advanced knowledge of English (B1 level at least)

Microsoft office advanced user

Skills

Strong organizational and planning skills

Independence and active approach to work

Excellent time management skills: ability to organize, multitask, prioritize and work under pressure

Solid communication skills both written and verbal

Advanced knowledge of English (B1 level at least)

Microsoft office advanced user

Qualifications and education requirements

Secondary school education or higher

Previous experience with similar role is an advantage

Previous experience with work in international environment is an advantage

Position is suitable for graduates

JR0004635