Office & Travel Coordinator (maternity replacement)

Viseven Group is a leading global B2B MarTech service provider, empowering Pharma and LifeScience companies since 2009. Our mission is to drive digital transformation and excellence, offering comprehensive end-to-end software and digital marketing services tailored to the pharmaceutical industry. The company's solutions, products, and services are actively used by the top 100 Pharma and Life Science companies.

At Viseven, our rapidly growing team boasts over 700 highly skilled professionals, including experts in development, design, business analysis, project management, delivery, sales, marketing, and customer success.

With a global footprint in more than 30 countries across the US, LATAM, Europe, and APAC, and physical offices in Ukraine, Poland, Estonia, India, and the US, we are well-positioned to serve our diverse clientele.

Join us and become part of a pioneering team dedicated to shaping the future of digital transformation in Pharma and Life Sciences across more than 50 countries around the globe.

Role description:

We're looking for an Office & Travel Coordinator. The main focus of this role will be organizing and coordinating business trips for Viseven teams, as well as providing office support.

This is a part-time position (8 hours per day, Monday to Thursday) till Dec 2026 with a hybrid work model (2 days in the office).

Office address: Lõõtsa 2b, 11415 Tallinn.

• Manage daily office operations, ensuring a comfortable and efficient work environment, including procurement of supplies, asset management, workplace organization, and coordination with local suppliers and vendors.
• Welcome visitors, ensuring high hospitality standards, organizing transfers, coffee breaks, and catering.
• Organize business trips, including ticket and insurance purchases, hotel bookings, and visa support.
• Support employees during business trips.
• Manage and coordinate the relocation and business trip process.
• Maintain and manage office documentation (scanning, signing, storing).
• Conduct workplace safety training and ensure compliance with occupational health and safety regulations.
• Assist in organizing and maintaining necessary safety documentation.
• Prepare reports and collect data on Environmental Management System (EMS) functioning and environmental aspects.
• Communicate with translators, notaries, realtors, couriers, drivers, and other service providers when required.
• Negotiate with service providers (such as translators, notaries, realtors, couriers, drivers, and other when required).
• Assist with HR department activities.
• Meet newcomers and assist them with comfortable allocation in the office.
• Support other company departments and teams.
• Coordinate office activities, corporate events, team-building initiatives, workshops, and employee engagement activities.

• English level - Upper-Intermediate or higher.
• High attention to details, self-organization and ability to multitask.
• PC literacy, good MS Office skills.
• Problem-solving skills.
• Basic administration experience (Office Manager, Personal Assistant, Departments Assistant) will be a plus.