Office Manager

efiport GmbH is a subsidiary of the Frankfurt School of Finance & Management gGmbH and has been an innovative provider of technology-supported education solutions in Germany for 20 years. We offer solutions for maximised learning efficiency to global concerns, SMEs, and educational institutions, including universities.

We are currently looking for an Office Manager.

Dear office manager, please read:

efiport is growing rapidly and opening a new location in Serbia. In our Serbian branch, you will find a small team (circa 20) of IT and EdTech professionals who need that special someone who loves making sure everything is in its rightful place, and all the gears are turning in tune, so that the entire team can enjoy a safe, productive, efficient and collaborative environment. We think we can achieve this with an energetic professional who doesn't mind wearing multiple hats to join a young, dynamic team at a German company with global experience.  

If this is you, then you will, as our office manager, enjoy organising and coordinating office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. You are experienced in handling a wide range of administrative and executive support related tasks and are able to work independently with little or no supervision. You’re well organized, flexible and are thrilled to tackle the administrative challenges of supporting an office of diverse people. Also - you share our mission: to use technology in every possible way in order to truly enable, enhance, and equally distribute opportunities for learning across segments and domains.

YOUR RESPONSIBILITES

Office Management

• Daily monitoring of office efficiency: coordinating maintenance by carrying out planning and execution of equipment procurement, layouts and office systems.  
• Coordinating domestic and international travel, including flight, hotel, and car rental reservations.  
• Design and implement filing systems and procedures for record keeping; ensure filing systems are maintained and current.  
• Ensure security, integrity and confidentiality of data.  
• Coordinating with finance and accounting to ensure correct invoice processing.
• Greeting visitors, handling customer and vendor inquiries, always with a focus on delivering world-class service to our customers.
• Reference: 3EIM4yDtz56nIdWlDvpcbCS1VMlDVyqO_ZCMYJBoPgY.

HR Management

• Outlining procedures for protection, retention, record disposal, retrieval and staff transfers (general HR policy).  
• Onboarding, supervising, mentoring, training, and coaching our office staff to ensure maximum productivity.  
• Support team leads and other staff with evaluations and management of staff performance.  
• Coordination with legal staff on staff documentation management.  
• Coordinating appointments and meetings and managing staff vacation calendars and schedules.

Vendor Management

• Contacting vendors for utilities, internet, telephony, office supplies.  
• Taking inventory and maintaining vendor relationships for timely procurement.  
• Handling vendor invoices. Managing contract and price negotiations with vendors, service providers and office lease.

General management support

Coordinating with and reporting to branch director on meeting business objectives. Reporting to German HQ on a regular basis:

• Preparing annual budget overviews for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise.  
• Producing reports, composing correspondence, and drafting new contracts.  
• Creating presentations and other management-level reports.  
• Perform review and analysis of special projects and keep the management properly informed. 
• Determining current office management trends and provide a review to management to act on.  
• Remaining updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications.  
• In coordination with domain leads, preparing operational reports and schedules to ensure efficiency.  
• Participating actively in the planning and execution of company events.

Your profile:

• A bachelor's degree in business administration, HR Management or equivalent.   
• Proven office management, administrative or assistant experience, preferably 2 years of experience.  
• Knowledge of office management responsibilities, systems and procedures.  
• Excellent time management skills and ability to focus and prioritise work.  
• Attention to detail; strong organizational, planning, and problem-solving skills.  
• Great knowledge of human resources management practices and procedures.  
• Good knowledge of accounting, data and administrative management practices and procedures.  
• Knowledge of clerical practices and procedures.  
• Knowledge of business and management principles.  
• Excellent written and verbal communication skills; very good English skills are required  
• Excellent computer skills, including a high degree of proficiency in the m365 suite.

What we offer:

Do you want to work with modern technologies in a growing company? We offer a wide spectrum of activities in an international work environment. You’ll have the opportunity to learn and develop every day!

• On a daily basis, you will interact with interesting activities and do independent work.
• You will support a team working on modern technology in a growing company.  
• The job includes frequent visits to and exchanges with our location and team in Germany. 
• In Novi Sad, we have created a personal working atmosphere in small, dynamic teams.  
• Where appropriate, you can also work in flexible working hours. 
• There are free coffee and snacks at the office.

We hope that you will see this as an opportunity to make a big difference for a fresh team in an established company, working on relevant solutions aimed at enhancing learning and technology adoption across industries. With your help, both the team and you can benefit from a safe, uplifting, creative and collaborative environment at the heart of Novi Sad.

We look forward to receiving your outstanding application!