Office Coordinator (Administration)

TL;DR

Office Coordinator (Administration): Managing daily office operations and regional administrative support for the Vienna and Swiss offices with an accent on workspace optimization, vendor relations, and employee experience. Focus on streamlining operational workflows, organizing company events, and implementing sustainability initiatives.

Location: Fully on-site in Vienna, Austria. Remote work is not available

Company

A certified B-Corp marketplace app that connects businesses with surplus food to consumers to combat global food waste.

What you will do

• Take full ownership of the Vienna office and reception area, managing visitors, mail, and meeting room preparation.
• Oversee daily operations, including budgeting, expense tracking, invoice approvals, and procurement of office supplies.
• Support the People & Culture team with employee onboarding and offboarding processes.
• Plan and execute a variety of company events, celebrations, and DEI activities.
• Liaise with landlords, maintenance, and service providers to ensure facility upkeep.
• Manage IT hardware inventory, mobile phone subscriptions, and workplace safety compliance.

Requirements

• Proven experience in office management, facilities, or a similar administrative role.
• Strong project and event management skills with high attention to detail.
• Experience managing budgets and processing financial invoices.
• Excellent German skills and good English proficiency.
• Proactive problem-solver with a passion for sustainability.
• Must be based in Vienna for full on-site attendance.

Culture & Benefits

• 6th week of vacation (pro-rata).
• Edenred restaurant vouchers and annual transport cards (Wiener Linien & ÖBB).
• Additional pension fund payments.
• Opportunity to work in a global social-impact company with a values-driven culture.
• Informal environment emphasizing work-life balance and autonomy.