Office Manager/Receptionist

About the Role

We are seeking an organized and proactive Office Manager/Receptionist to be integral to our daily operations. This role combines front-desk responsibilities with comprehensive office management duties, ensuring smooth workflow and an inviting company presence. The ideal candidate takes initiative, manages administrative tasks efficiently, and maintains strong connections with trusted vendors. If you excel in coordinating office activities and sourcing quality services, we encourage your application.

Key Responsibilities

• Act as the primary contact point for visitors, clients, and vendors, offering a courteous and professional reception.
• Handle a multi-line phone system by screening calls and redirecting inquiries appropriately.
• Organize meeting room reservations, prepare spaces for presentations, and arrange catering for internal and external functions.
• Manage incoming mail, packages, and courier deliveries by sorting and distributing them timely.
• Supervise daily office upkeep to guarantee a clean, safe, and efficient workspace.
• Liaise with building management on facility issues, security access, and parking coordination.
• Support new employee onboarding through workstation preparation, access setup, and IT coordination.
• Arrange travel and manage expense reports for senior staff members as required.
• Maintain up-to-date office records, including vendor agreements and insurance certificates.
• Utilize a dependable vendor network to identify, assess, and negotiate with service providers for cleaning, security, IT support, catering, and maintenance.
• Oversee procurement processes for office supplies, pantry items, furniture, and equipment, ensuring inventory is consistently monitored and restocked to avoid shortages.
• Compare prices and quality to optimize costs without compromising service quality.
• Manage and nurture vendor relations to ensure contract adherence and high service standards.

Qualifications & Requirements

• Minimum of 2 to 3 years experience in roles such as Receptionist, Administrative Assistant, Office Manager, or Facilities Coordinator.
• Higher education qualification.
• Proven experience in managing vendor partnerships with an existing network of reliable suppliers.
• Demonstrated skills in procurement, office supply ordering, and budget management.
• Proficiency with Microsoft Office tools, including Outlook, Word, and Excel.
• Strong organizational ability, keen attention to detail, and skillful prioritization in fast-paced settings.
• Excellent verbal and written communication skills paired with a professional and courteous phone manner.
• English fluency essential; knowledge of Russian is an advantage.