PURPOSE OF THE ROLE
The Office Coordinator ensures the seamless day-to-day functioning of the Management Board by handling on-site administrative and logistical tasks — including correspondence management, banking errands, and liaison with government authorities and external institutions. The role serves as the primary operational point of contact.
AREAS OF IMPACT
- On-site administrative support for the Management Board: handling correspondence, banking tasks, and government office liaison.
- Managing incoming and outgoing mail, courier services, and document delivery on behalf of the company.
- Acting as the primary interface with banks, notaries, and public authorities, ensuring timely completion of all external formalities.
KEY RESPONSIBILITIES
Correspondence & Mail Management
- Receiving, sorting, and distributing incoming correspondence; preparing and dispatching outgoing mail and courier shipments.
- Managing registered mail, tracked courier services, and proof-of-delivery records; maintaining a correspondence log.
Banking & Financial Errands
- Handling banking tasks on behalf of the company: submitting documents, collecting statements, and liaising with bank account managers.
- Collecting and depositing physical documents, powers of attorney, and signed instruments at banks and notary offices.
- Monitoring deadlines for banking formalities and proactively flagging upcoming renewals or required actions.
- Accompanying Management Board members to bank branches or notary offices as required for authorisation procedures.
Government & Public Authority Liaison
- Representing the company at government offices and other public authorities: submitting applications, collecting decisions, and delivering required documents.
- Tracking submission deadlines, permit renewals, and regulatory filings; proactively coordinating with relevant departments to ensure timely compliance.
On-Site & Executive Support
- Performing on-site tasks on behalf of the Management Board: purchasing office supplies, handling payments, and managing petty cash.
- Coordinating travel arrangements, accommodation bookings, and logistics for Management Board members.
- Supporting the Management Board with ad-hoc administrative requests, ensuring tasks are completed accurately and on time.
Office & Administrative Coordination
- Managing the company’s physical office: utilities, supplies, services, and maintenance contracts.
- Coordinating office logistics and vendor relationships, including service providers, landlords, and facility management.
- Participating in operational meetings; tracking and following up on action items arising from Management Board decisions.
- Maintaining an up-to-date task register and proactively reminding stakeholders of pending deadlines.
WHAT WE EXPECT
Education
University degree or vocational qualification in Administration, Business, or a related field.
Experienced and dependable professional
We are looking for an experienced, highly organised, and trustworthy professional who values stability, independence, and meaningful part-time work. This role is particularly well suited to someone with an established career in administration or executive support who is seeking a flexible position in which they can put their expertise to good use.
Administrative experience
Prior experience in an administrative, assistant, or office support role — ideally with exposure to banking errands, government office visits, or executive support.
Reliability & follow-through
Strong personal accountability — tasks assigned are tasks completed, on time and without follow-up prompting required.
Mobility & presence
Willingness and ability to perform on-site tasks in the city — visiting banks, post offices, government offices, and other institutions as needed.
Organisation & attention to detail
Ability to manage multiple concurrent tasks, track deadlines, and maintain accurate records — with a methodical, error-aware approach.
Discretion & trustworthiness
High degree of personal integrity; comfortable handling sensitive information, physical assets, and financial instruments on behalf of the company.
Languages
Working knowledge of English sufficient for business
correspondence and document handling.
WHAT WE OFFER
Proximity to decision-makers
A position working directly alongside the Management Board — with real visibility, real trust, and real impact from day one.
Variety every day
From banking errands and post-office runs to coordinating with government offices and supporting executive tasks — no two days are the same.
Trusted role
You will be trusted with sensitive tasks, physical assets, and confidential matters — a role for
someone who takes pride in reliability.
Autonomy & ownership
You will manage your own task list, plan your own errands, and own your outcomes — with support available but not required daily.
Part-time flexibility
The role is structured as 0.5 FTE — offering meaningful work with a flexible time commitment.
Competitive remuneration
Attractive compensation reflecting the scope of responsibilities and the part-time arrangement.
Stable environment
Work within an established Group structure with clear processes, supportive colleagues, and long-term perspective.
Accommodation support
For candidates relocating or commuting from outside the local area, there is a possibility of employer-provided accommodation, subject to individual arrangements.
