Office Coordinator

We are looking for an Office Coordinator to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Office coordination duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to our employees. Ultimately, the Office Coordinator should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

• Previous experience in an Office Assistant, Coordinator, Manager, Front Office Manager, or Administrative Assistant role, preferably in an international environment,
• Knowledge of Office Administrator responsibilities, systems, and procedures,
• Proficiency in MS Office (MS Excel and MS Outlook, in particular),
• Hands-on experience with office machines (e.g. fax machines and printers),
• Demonstrating enthusiasm, positive attitude with great social skills,
• Reliable personality with high integrity who understands confidentiality,
• Excellent time management skills and ability to multi-task and prioritize work,
• Attention to detail and problem-solving skills,
• Self-starter, proactive initiator, highly motivated, and very organized,
• Strong organizational and planning skills in a fast-paced environment.
• Proven time management and excellent interpersonal, communication, and presentation skills,
• English proficiency (both written and spoken).

Nice to have (advantage):

• Bachelor's Degree in Business, Economics or Finances

Your responsibilities:

• Point person for maintenance, mailing, shipping, supplies, equipment, bills,
• Archiving and administrating corporate documents,
• Archiving and administrating invoices,
• Organize office operations and procedures,
• Organizing health and safety training and periodic medical checks for employees,
• Coordinate with the Managed Services department on all office equipment,
• Manage relationships with suppliers, vendors, and service providers, ensuring that all items are invoiced and paid on time coordinating with the Finance department,
• Manage contract and price negotiations with office suppliers, service providers and other vendors,
• Provide general support to visitors,
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement and office systems,
• Responsible for ensuring office financial objectives are met by preparing the annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise,
• Get involved in all projects of the organization for the accomplishment of the company’s growth strategy,
• Arrange business meetings in order to build long-term and trustworthy relationships with potential partners,
• Participate actively in the planning and execution of company events,
• Organizing business trips (booking transport and accommodation),
• Purchasing, monitoring, and maintaining office supplies inventory.

We are a collaborative, supportive, and diverse bunch of people, who enjoy working together and treat each other with the utmost respect. Here everyone has the opportunity to share their experience, learn, and grow. Here are some of the perks we offer:

• Indefinite Employment Contract,
• Half day-off Options,
• Private health insurance (depending on the years of working experience),
• Sports Benefit (FitKit App),
• Reduced working hours for new moms & dads for the whole 1st month back at work,
• Professional development budget
• Referral Bonus Scheme,
• Working in a highly international environment,
• Frequent & fun team-building activities, knowledge-sharing sessions, and Friday events & drinks!

Our values

We are a company that seeks the best for both our employees and clients, reaching beyond expectations in turning dreams into reality. Our way of working is rooted in our core values (Integrity, Excellence, Proactivity, Innovation, and People), with an expectation that our future colleagues will make these their second nature in their everyday work and life. We don’t ask for perfection, but we do appreciate people motivated to better themselves in every conceivable aspect.

About IT Labs

Founded in 2005, IT Labs is an international software tech company, specializing in purpose and process-driven teams for high-performance, innovation, transformation, and efficiency. Our HQ is in Palm Beach Gardens, Florida, and we have teams and offices around the world - the US the UK, the Netherlands, Argentina, Serbia, and North Macedonia. We are constantly growing, and we would love for you to become part of our team!