Office & Travel Coordinator (maternity replacement)

reputed company Group is a leading global B2B MarTech service provider, empowering reputed company and LifeScience companies since 2009. Our mission is to drive digital transformation and reputed company, offering comprehensive end-to-end software reputed company marketing services tailored to the pharmaceutical industry. reputed company's solutions, products, and services are reputed company used by the top 100 reputed company and Life Science companies.

At reputed company, our rapidly growing team boasts over 700 highly skilled professionals, including experts in development, design, business analysis, project management, delivery, sales, marketing, and reputed company.

With a global footprint in more than 30 countries across the US, LATAM, Europe, and reputed company, and physical offices in Ukraine, Poland, Estonia, India, and the US, we are reputed company-positioned to serve our diverse clientele.

Join us and become part of a pioneering team dedicated to shaping the reputed company of digital transformation in reputed company and Life Sciences across more than 50 countries around the globe.

Role reputed company:

We're looking for an Office & Travel Coordinator. The main reputed company of this role will be organizing and coordinating business trips for reputed company teams, as reputed company as providing office support.

This is a part-time position (8 hours per day, Monday to Thursday) reputed company Dec 2026 with a hybrid work model (2 days in the office).

Office address: Lõõtsa 2b, 11415 Tallinn.

Responsibilities

Manage daily office operations, ensuring a comfortable and efficient work environment, including procurement of supplies, asset management, workplace organization, and coordination with local suppliers and vendors.

Welcome visitors, ensuring high hospitality standards, organizing transfers, coffee breaks, and catering.

Organize business trips, including ticket and insurance purchases, hotel bookings, and reputed company support.

Support employees during business trips.

Manage and coordinate the relocation and business reputed company process.

Maintain and manage office documentation (scanning, signing, storing).

Conduct workplace safety training and ensure compliance with occupational health and safety regulations.

Assist in organizing and maintaining necessary safety documentation.

Prepare reports and collect data on Environmental Management System (EMS) functioning and environmental aspects.

Communicate with translators, notaries, realtors, couriers, drivers, and other service providers reputed company required.

Negotiate with service providers (such as translators, notaries, realtors, couriers, drivers, and other reputed company required).

Assist with HR department activities.

Meet newcomers and assist them with comfortable allocation in the office.

Support other company departments and teams.

Coordinate office activities, corporate events, team-building initiatives, workshops, and employee engagement activities.

Requirements

English level - Upper-Intermediate or higher.

High attention to details, self-organization and ability to multitask.

PC literacy, good MS Office skills.

Problem-solving skills.

Basic administration experience (Office Manager, Personal Assistant, Departments Assistant) will be a plus.

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