Office Operations Specialist

Join Marabu as an Office Operations Specialist and take ownership of the day-to-day experience in our Tallinn office. You will help ensure that the workplace is organised, safe and welcoming, while supporting employees, coordinating office services and keeping essential administrative processes running smoothly. This is a practical, hands-on role for someone who notices what needs to be done and takes action without waiting to be asked. From coordinating workplace vendors and preparing meeting rooms to supporting onboarding, employee benefits and office events, your work will have a visible impact across the company.

Important to knowThis is an office position based in Tallinn, requiring presence in the office five days per week. Marabu’s regular hybrid and Work from Anywhere arrangements do not apply to this role, although exceptional remote work may be agreed with the direct manager. The position is offered on a fixed-term contract for approximately 12–18 months as maternity leave replacement.

Responsibilities Office Operations • Manage the day-to-day operations of the office to ensure a safe, efficient and welcoming workplace. • Coordinate office supplies, facilities, cleaning services, maintenance and workplace vendors. • Maintain meeting rooms, common areas and overall office hygiene. • Coordinate incoming correspondence, deliveries and general office administration. • Maintain office documentation, inventories and administrative records.

Employee Experience • Administer employee benefit programs, such as health insurance, wellness benefits, gym memberships and similar offerings. • Coordinate onboarding and offboarding logistics in collaboration with HR. • Organize office events, team activities and employee engagement initiatives. • Support employees with office-related requests and workplace services.

Occupational Health & Safety • Coordinate Occupational Health & Safety activities and workplace inspections. • Ensure required safety documentation, training and compliance activities are maintained. • Coordinate with external providers and internal stakeholders on health and safety matters. • Support emergency preparedness and workplace safety initiatives.

Administrative & Executive Office Support • Prepare meeting rooms and meeting logistics. • Support travel bookings, expense administration and operational requests as delegated. • Provide administrative support to the Executive Office when required. • Act as backup for Executive Office activities during absences to ensure business continuity.