Junior Office Coordinator

We are looking for an Office Coordinator to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Office coordination duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors, and providing general administrative support to our employees. Ultimately, the Office Coordinator should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

• Previous experience in an Administrative or Office support role is a plus, preferably in an international environment.
• Understanding of office administration responsibilities, systems, and procedures.
• Proficiency in MS Office (especially MS Excel and MS Outlook).
• Hands-on experience with office equipment (e.g., printers, fax machines).
• Strong interpersonal skills with a positive attitude and enthusiasm.
• Reliable, trustworthy, and able to handle confidential information.
• Excellent time management skills with the ability to multitask and prioritize workload.
• Attention to detail and strong problem-solving abilities.
• Self-motivated, proactive, and highly organized.
• Ability to work efficiently in a fast-paced environment.
• Strong organizational, planning, and communication skills.
• Proficiency in English (both written and spoken).

Nice to have (advantage):

• Bachelor's Degree in Business, Economics or Finances

Your responsibilities:

• Serve as the primary contact for office maintenance, mailing, shipping, supplies, and equipment,
• Archive and manage corporate documents and invoices,
• Oversee office operations and procedures to ensure efficiency,
• Organize health and safety training and periodic medical checks for employees,
• Coordinate with the Managed Services department regarding office equipment,
• Manage relationships with suppliers, vendors, and service providers, ensuring timely invoicing and payments in coordination with the Finance department,
• Handle contract and price negotiations with office suppliers and service providers,
• Provide general support to visitors,
• Ensure smooth office operations by planning and executing equipment procurement and office systems,
• Assist in budgeting, expenditure planning, and financial analysis for office-related costs,
• Contribute to organizational projects aligned with the company’s growth strategy,
• Arrange and participate in business meetings to build long-term partnerships,
• Assist in planning and executing company events,
• Organize business trips, including travel and accommodation arrangements,
• Monitor, purchase, and maintain office supplies inventory.

We are a collaborative, supportive, and diverse bunch of people, who enjoy working together and treat each other with the utmost respect. Here everyone has the opportunity to share their experience, learn, and grow. Here are some of the perks we offer:

• Indefinite Employment Contract,
• Half day-off Options,
• Private health insurance (depending on the years of working experience),
• Sports Benefit (FitKit App),
• Reduced working hours for new moms & dads for the whole 1st month back at work,
• Professional development budget
• Referral Bonus Scheme,
• Working in a highly international environment,
• Frequent & fun team-building activities, knowledge-sharing sessions, and Friday events & drinks!

Our values

We are a company that seeks the best for both our employees and clients, reaching beyond expectations in turning dreams into reality. Our way of working is rooted in our core values (Integrity, Excellence, Proactivity, Innovation, and People), with an expectation that our future colleagues will make these their second nature in their everyday work and life. We don’t ask for perfection, but we do appreciate people motivated to better themselves in every conceivable aspect.

About IT Labs

Founded in 2005, IT Labs is an international software tech company, specializing in purpose and process-driven teams for high-performance, innovation, transformation, and efficiency. Our HQ is in Palm Beach Gardens, Florida, and we have teams and offices around the world - the US the UK, the Netherlands, Argentina, Serbia, and North Macedonia. We are constantly growing, and we would love for you to become part of our team!