As an Office Manager you are responsible for supporting the daily management of the Booking.com Customer Service location in Lithuania. 

This includes office support as a fixed responsibility. The core tasks of the Office Manager is to be first point of contact and to facilitate smooth day-to-day running of the office including internal and external questions, supporting in-company processes and communication.

The Office Manager is actively taking part in the Global Office Management community.

This full-time maternity cover position will be located in our Vilnius office. We can offer you 1 year contract.

 Main Responsibilities, but not limited to:

Gatekeeper, Front Office Management

• Provide single point of contact regarding office matters and action all queries;
• Distribute and manage incoming and outgoing mail for business, including arranging courier requests;
• Assist the business manager(s) in necessary paperwork following local rules and regulations.

Real Estate plus Finance, HR and IT Support

• Facilitate Finance Procedure eg scanning invoices, attending to supplier queries, check for irregularities; following up with suppliers on missing documentation;
• Collect, check and send expense reports to external provider, maintain and check document flow registers, monitor and follow-up on missing expense reports;
• Working knowledge of all Finance and IT processes and roles;
• Facilitate Helpdesk queries – raise Jira for phone problems, voicemail resets, IT issues;
• Arrange co-ordination of facilities for all new starters including desk allocation, PC/laptop, phones and office access;
• Liaise with providers to arrange various services for colleagues: order & manage SIM-cards, health insurance, travel insurance;
• Maintain equipment registers (laptops & mobile phones); prepare and file handover acts to be signed with new starters and leavers;
• Assist with HR paperwork (collect, scan & send vacation requests, distribute & collect vacation orders and other HR documentation, collect and pass for signature sick leave certificates);

Day to Day – Smooth running of office

• Manage dedicated Office Manager Inbox / shared team inbox;
• Order office supplies and consumables and manage stock control
• Order, track and control Internal distribution of company promotional items and printing materials, business cards;
• Arrange ad-hoc lunches when required eg working lunches’ external meetings;
• Walk the floor and inspect for handyman works, printer stations are up to date, general housekeeping standards are in place, furniture and machines are in working order; time management;
• Manage office cleaners to ensure high standard of cleaning in all office areas
• Carry out daily morning checks to ensure meeting rooms are set-up and ready for use eg VC, flipcharts, projector, bins, stationery;
• Control canteen and tea points, keep them tidy and fully stocked;
• Support H&S process to ensure compliance to local regulations is maintained: collect employee signatures (including arranging this for remote locations with support from local team), ensure accurate storage of all paperwork & journals, coordinate paperwork flow between offices and H&S provider, liaise with H&S services provider – arrange monthly catch-up meetings to check documentation, follow-up on findings.

Travel Office

• Organize accommodation, air-/train tickets, visa support for new starters if needed;
• Train new starters on expense reporting system and local requirements; be the main point of contact for related queries;
• Working knowledge of travel policy and expense policy guidelines.

Event Support

• Facilitate global celebrations, for example Friends and Family day, Summer party, ad-hoc record celebrations;
• Freaky Friday communications to office and arrangements;
• In-house Hotel Workshops / breakfast meetings / team meetings;
• Be the keeper of social events budget.

Required skills and profile:

• Microsoft Office
• Fluent English and Lithuaninan, both written and spoken
• Good typing skills
• Able to set up comprehensive digital and hard copy filing
• Self- starter
• Solution driven
• Service oriented / Hospitality
• Multi-tasker
• Organized, but adaptable
• Eye-for-detail, friendly, good communicator and negotiator, discrete.

Required Experience

• Education in Administration, Organization and Hospitality will be beneficial
• Minimum 2 years of relevant work experience in office supporting role preferably in a dynamic and international environment.

B. Offered

• Invites to regular social events
• Discount on Booking.com for yourself, friends and family
• International working environment
• Health insurance package
• Convenient and brand new office location in Vilnius
• 20 holidays per year (on a full-time basis)
• Onsite meals, hot drinks and snacks available for free every day
• Annual salary 19500 - 21700 EUR gross