Office Coordinator

The Office Coordinator plays a key role in ensuring the smooth day-to-day operations of the Valipat office. This position supports our administrative functions HR and IT, coordinates office activities, and acts as a liaison between departments, vendors, and visitors. The Office Coordinator ensures the office environment is efficient, organized, and welcoming. The role is entrusted with confidential information which must be treated sensitively at all times and not disclosed to any unauthorized party.

Key Responsibilities:

Administrative Support:

• Answer phone calls, emails, and inquiries.
• Schedule meetings, appointments, and conference rooms for management.
• Receive, sort, and distribute incoming hard copy mail and deliveries to appropriate departments in a timely manner, with documentation tracking.
• Prepare and send outgoing post and courier packages, ensuring accurate postage and documentation tracking.
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Office Management:

• Order and manage office supplies, inventory, and equipment.
• Preparation and distribution of surveys to employees for their meal selection, processing of survey results, communication with catering services regarding orders, and coordination of delivery by premises-kitchens. 
• Coordination with accounting department regarding vendors’ invoices.
• Coordinate office maintenance and repairs with vendors.
• Ensure office areas are clean, organized, and presentable.

Communication & Coordination:

• Serve as the first point of contact for visitors.
• Assists in organizing office events and employee activities, meetings, business travel, accommodation booking, transportation and taxi transfers.

Human Resources:

• Placing job advertisements on relevant job sites as requested by the Operations & HR Manager.
• Processing job applications including liaising with hiring managers and the Operations & HR Manager as necessary and tracking the status of applications.
• Completing template documentation as requested by the Operations & HR Manager.
• Assisting with general administration and queries.

Information Technology:

• Acting as a first point of contact for users in relation to on-site IT enquiries (e.g. VC, monitors, keyboards, etc.).
• Ensuring that site-based IT equipment is in good working order.
• Liaising with the Technology Director in relation to the above.

Qualifications:

• Education:
  High school diploma; Bachelor’s degree preferred.
• Experience:
  2+ years in an administrative or office support role.

Skills:

• Excellent communication and interpersonal skills.
• English language level B2 or higher.
• Proficient in MS Office (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time-management abilities.
• Attention to detail and problem-solving skills.

Work Environment:

• This position is typically office-based Monday–Friday with on site mode of work. 40 working hours per week (standard Serbian working hours).
• May involve occasional lifting (e.g., office supplies or packages up to 5kg)

We Offer:

• Salary based on skills and experience
• Holidays: 25 days paid leave per year
• Private Health Insurance
• Life and Accident Insurance
• Paid Lunch
• Yearly Bonus 
• Yearly Merit Plan. 

Only shortlisted candidates will be contacted.