Office Manager/Receptionist

About the Role We are looking for a proactive and highly organized Office Manager/Receptionist to serve as the backbone of our daily workflow. This is a dual-focused role: you will be the welcoming face of our company while simultaneously managing the engine room of our office operations. The ideal candidate is not just a task-completer, but a problem-solver who takes ownership of the office environment. You have a proven history of managing administrative workflows and possess a robust network of reliable vendors. If you thrive on keeping an office running seamlessly and enjoy the challenge of sourcing the best services and supplies, we want to hear from you. Key Responsibilities Reception & Front Desk • Serve as the first point of contact for visitors, clients, and vendors, ensuring a warm and professional welcome. • Manage a multi-line phone system, screen calls, and direct inquiries to the appropriate departments. • Coordinate meeting room bookings, prepare conference rooms for presentations, and arrange catering for internal and external events. • Sort and distribute incoming mail, packages, and courier deliveries. Office Administration & Operations • Oversee the day-to-day maintenance of the office to ensure a clean, safe, and productive working environment. • Coordinate with building management regarding facility issues, security access, and parking. • Assist with the onboarding of new employees by preparing workstations, setting up access credentials, and coordinating IT setup. • Manage travel arrangements and expense reports for senior staff as needed. • Maintain and update office documentation, including vendor contracts and insurance certificates. Procurement & Vendor Management • Leverage your established network to source, vet, and negotiate with reliable suppliers and service providers (e.g., cleaning, security, IT support, catering, and office maintenance). • Manage the end-to-end procurement process for office supplies, pantry items, furniture, and equipment. • Monitor inventory levels to anticipate needs and prevent stockouts, ensuring timely re-ordering. • Compare pricing and quality to optimize costs while maintaining high standards of service. • Manage relationships with key vendors to ensure contract compliance and service excellence. Qualifications & Requirements • Experience: Minimum of [2-3] years of experience in a similar role, such as Receptionist, Administrative Assistant, Office Manager, or Facilities Coordinator. • Education: Higher. • Vendor Network: Demonstrable experience managing vendor relationships and a current network of reliable suppliers is essential. • Procurement Skills: Proven track record of sourcing services, ordering supplies, and managing office budgets effectively. • Tech Savvy: Proficiency in Microsoft Office Suite (Outlook, Word, Excel). • Soft Skills: Exceptional organizational skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment. • Communication: Excellent verbal and written communication skills; a professional, phone-friendly demeanor. • Language: English – Russian will be a plus. Show more Show less

Experience: Minimum of 2-3 years of experience in a similar role (Receptionist, Administrative Assistant, Office Manager, or Facilities Coordinator). Higher education. Demonstrable experience managing vendor relationships and a current network of reliable suppliers. Procurement skills with a proven track record of sourcing services, ordering supplies, and managing office budgets. Proficiency in Microsoft Office Suite (Outlook, Word, Excel). Exceptional organizational skills, attention to detail, and ability to prioritize tasks in a fast-paced environment. Excellent verbal and written communication skills; professional, phone-friendly demeanor. Language: English – Russian will be a plus.

Reception & Front Desk: Serve as the first point of contact for visitors, clients, and vendors; manage a multi-line phone system; screen calls; direct inquiries; coordinate meeting room bookings; prepare conference rooms; arrange catering; sort and distribute mail and packages. Office Administration & Operations: Oversee day-to-day maintenance of the office; coordinate with building management regarding facility issues, security access, and parking; assist with onboarding for new employees (workstations, access credentials, IT setup); manage travel arrangements and expense reports for senior staff; maintain and update office documentation (vendor contracts, insurance certificates). Procurement & Vendor Management: Leverage network to source, vet, and negotiate with suppliers (cleaning, security, IT support, catering, office maintenance); manage end-to-end procurement for office supplies, pantry items, furniture, equipment; monitor inventory and re-order as needed; compare pricing and quality to optimize costs; manage relationships with key vendors to ensure contract compliance and service excellence.