Office Coordinator – Office Management & Finance Support

About the role

The Office Coordinator ensures smooth day‑to‑day operations of the office while providing essential support to finance, legal, and the Managing Director. Acting as a central hub between internal teams and external service providers, this role safeguards operational continuity, compliance, and efficiency.

Key responsibilities

• Support invoice verification, processing and payment preparation; manage the finance mailbox and coordinate invoice approval workflow.
• Monitor open receivables, coordinate debt collection with external counsel, and prepare related legal documentation.
• Maintain supplier and customer master data, assist with contract administration and audit documentation.
• Coordinate all office operations, including facilities maintenance, supply procurement, and management of external service providers.
• Handle insurance contracts, claims, and health & safety documentation; organize mandatory inspections.
• Support travel arrangements, onboarding logistics, and organization of company events and internal meetings.
• Act as the primary contact for external partners and manage administrative projects assigned by the Managing Director.
• Continuously identify and implement improvements to operational processes.

Required profile

• Strong organizational abilities and attention to detail.
• Excellent communication skills to interact with internal departments, external vendors, legal counsel, and customers.
• Proactive attitude with the capacity to manage multiple priorities across finance, legal, and office management.
• Ability to work independently while serving as a cross‑functional interface.

Required skills