Office Manager - Workplace Experience

About the role

We are looking for a proactive Office Manager – Workplace Experience to oversee the day‑to‑day operations of our Tallinn office. You will ensure a smooth, happy workplace, manage facilities, vendors and events, and support the broader People and Finance teams.

Key responsibilities

• Manage daily office operations, space planning, fit‑outs, seating, meeting rooms and facilities improvements.
• Oversee catering, hospitality, visitor processes, physical access, parking, security communications and office services.
• Build and maintain relationships with landlords, suppliers and service providers, handling contracts, renewals, purchase orders and issue resolution.
• Plan and deliver office events, off‑sites, seasonal celebrations, wellbeing and recognition initiatives.
• Support onboarding, off‑boarding and cross‑site logistics, including equipment, deliveries and welcome materials.
• Assist with health & safety, emergency readiness, ergonomics, sustainability and business continuity procedures.
• Maintain office playbooks, calendars, digital signage and operational documentation, and communicate policy updates.
• Own workplace budgets, forecasts and spend tracking, seeking ways to improve service quality and resource use.

Required profile

• Demonstrable experience in workplace or facilities management within a fast‑paced, global start‑up environment.
• Proven ability to manage complex building operations and understand compliance legislation.
• Strong interpersonal and communication skills with the ability to influence.
• Proactive, solution‑focused mindset with a customer‑first attitude.
• Excellent attention to detail, organizational skills and ability to own daily tasks and projects.
• Experience negotiating contracts and managing vendors to run lean operations.
• Fluency in Estonian and English.