Administrative Professional

3 days ago

Vilnius, Lithuania beBeeAdministrative Full time €35,000 - €45,000
Office Support Specialist

Our company is seeking a detail-oriented and proactive Office Administrator to join our team in Vilnius. This is a fully on-site role, requiring the candidate to work from the office Monday through Friday.

The successful candidate will be working closely with our Senior Office Administrator, ensuring the smooth day-to-day operations of our office, supporting staff, and maintaining a productive and welcoming work environment.

  • Manage procurement and inventory of office supplies and equipment; coordinate with vendors and service providers.
  • Handle reception duties including internal communication, staff inquiries, incoming calls,  correspondence, and visitor support.
  • Monitor staff absences and maintain accurate records in SuccessFactors and other internal systems.
  • Maintain a clean, functional office environment by liaising with the building administrator and cleaning services.
  • Support onboarding of new employees by preparing starter kits, issuing access cards, and locker keys.
  • Oversee internal tools such as desk and parking booking systems, staff discount platforms, and taxi services.
  • Assist the Finance team with supplier invoice processing and data entry into D365.
  • Train staff on the travel system and act as the main point of contact for travel-related inquiries.
  • Assist with travel bookings and ensure compliance with internal policies and local regulations.
  • Prepare travel documentation and compile reports related to business trips and expenses.
  • Organize and support internal events and initiatives (e.g., health checks, CSR events, photoshoots).
  • Perform ad-hoc administrative tasks as needed.

Requirements:

  • Exceptional attention to detail and a high level of accuracy.
  • Excellent communication and interpersonal skills; comfortable interacting with all levels of staff.
  • Ability to maintain focus and deliver results under time constraints and meet deadlines.
  • Demonstrated ability to handle sensitive information with discretion and maintain strict confidentiality.
  • 1–3 years of experience in a similar administrative or office support role.
  • Fluency in both English and Lithuanian (spoken and written) is essential.
  • Basic knowledge of Lithuanian labor laws and regulations.
  • Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
  • Bachelor's degree in Business or a related field (preferred).
  • Basic knowledge of Accounting (preferred).
  • Professional appearance and demeanour.
Why Work With Us?

We offer a range of benefits to support our employees' well-being and career development:

  • Competitive salary and bonuses
  • Enhanced healthcare and pensions
  • Generous holiday allowances
  • Hybrid working arrangements
  • Flexible start and finish times
  • Opportunities for professional growth and development
  • Equal employment opportunity

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