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).
Responsibilities:
- 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.