Office & Operations Manager (Group Policies & Compliance)

Qualix DOO is the Serbian entity of the international Adrian Magnus brand, part of the Carasso Enterprise Group founded in 2012. We operate across Europe, the United States, and Latin America. Our mission is to bring the world’s finest handcrafted cigars to enthusiasts with precision, integrity, and a deep respect for tradition.

Position Summary

We are looking for an Office & Operations Manager for our new office in Belgrade, who will be responsible for full internal operational control of the Serbian office and for owning, developing, implementing, updating, and enforcing internal policies across the entire group of companies.

The role focuses on bringing structure, discipline, and accountability into daily operations, ensuring internal policies are not just written but consistently followed, and removing operational and administrative burden from top management.

This is a hands-on operational leadership role, not an assistant or secretary position.

Key Responsibilities

• Office operations & infrastructure: 
  
  • Full ownership of day-to-day operations of the Belgrade office.
  • Management of office infrastructure and vendors: rent, utilities, internet, telecom, mobile plans, maintenance, cleaning, security, couriers.
  • Control of office access, equipment, and assets
  • Maintenance of asset registers (equipment, SIM cards, keys, access cards)
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• Group Policies, SOPs & Enforcement (Core Responsibilities)
  • Creating new internal policies and SOPs at group level
  • Updating and maintaining existing policies across all entities
  • Managing policy version control, ownership, and review cycles
  • Organizing policy rollout: internal communication, briefings / explanations, employee acknowledgements
  • Monitoring compliance across teams and locations
  • Performing internal checks and controls
  • Documenting violations and deviations
  • Escalating systemic issues to top management
• Payments, Invoices & Expense Control
  • Execution and control of all operational payments related to the Serbian office: office rent and utilities, telecom and internet, subscriptions and tools, urgent operational expenses
  • Collection, verification, and registration of all invoices
  • Maintenance of a centralized invoice and payment register
  • Ensuring every payment has valid documentation, invoices are delivered to accounting on time, payments are made within deadlines.
• Accounting Coordination (Administrative)
  • Primary administrative point of contact with accounting providers
  • Coordination of onboarding or changing accounting firms, transfer of accounting documentation, follow-up on deadlines and requests
  • Ensuring completeness and accuracy of document flow.
• Banking & corporate administration:
  • Administrative communication with banks
  • Coordination of opening new corporate bank accounts, updating company data with banks, preparation of documentation packages
  • Tracking compliance and documentation requests from banks
• Staff support & office coordination:
  • Administrative coordination of office-based employees
  • Control of access rights, equipment allocation, operational requests
  • Coordination of onboarding and offboarding (administrative part)
  • Follow-up on operational tasks assigned by management.

Requirements

• 4–6+ years of experience in Office Management / Operations / Internal Operations
• Proven experience in creating, implementing, updating, and enforcing company policies
• Experience managing office payments, invoices, and vendors
• Experience coordinating with accounting firms and banks
• English language: C1 or higher (mandatory)
• Strong ownership mindset and ability to enforce rules
• High attention to detail and excellent follow-up discipline

Strong Advantage

• Spanish language
• Experience in an international / multi-entity group
• Experience with internal controls or operational audits.

Benefits

• Competitive net salary: 220,000 – 280,000 RSD per month, depending on experience, language skills, and level of independence.
• Full-time employment under a local Serbian contract
• High-impact role with clear ownership and responsibility.
• Direct collaboration with senior leadership.
• Opportunity to work with premium global products in a multicultural, international team.