Nr.1 LANKOMIAUSIAS DARBO PORTALAS
Booking.com

Office Manager (Temporary)

Vilnius - Booking.com

Job description

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.

Requirements

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.
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.

Company offers

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
Booking.com

Booking.com

Established in 1996 in Amsterdam, Booking.com has grown from a small Dutch start-up to one of the largest travel e-commerce companies in the world. Part of Booking Holdings Inc. (NASDAQ: BKNG), Booking.com now employs more than 15,000 employees in 198 offices in 70 countries worldwide.

With a mission to empower people to experience the world, Booking.com invests in digital technology that helps take the friction out of travel. At Booking.com, we connect travellers with the world’s largest selection of incredible places to stay, including everything from apartments, vacation homes, and family-run B&Bs to 5-star luxury resorts, tree houses and even igloos. The Booking.com website and mobile apps are available in over 40 languages, offer 1,692,261 properties, and cover 128,806 destinations in 229 countries and territories worldwide.
information about UAB Majorel Lithuania
2176 €
Avg. salary gross
(43% higher than LT average)
312
Number of employees
5-10 mln. €
Revenue 2021 y.
Distribution of employees by salary (before taxes):
25% earn up to 1904 €
25% earn 1904-2026 €
25% earn 2026-2245 €
25% earn more than 2245 €