Vodja pisarne / Office Manager

Iščemo izkušenega in samostojnega posameznika/posameznico, ki bo prevzel/a osrednjo vlogo pri zagotavljanju nemotenega delovanja naših podpornih procesov. Kot naš vodja pisarne boste odgovorni za širok nabor nalog, od nudenja administrativne pomoči različnim oddelkom do organizacije dogodkov in vodenja internih projektov. Iščemo osebo, ki ceni dinamičen delovnik, prijetno okolje in priložnost za dolgoročno zaposlitev.

Naloge in odgovornosti bodo vključevale:
• Upravljanje in delegiranje e-pošte, prejete na info email.
• Nudenje administrativne podpore računovodstvu (izdajanje in prejemanje računov, preverjanje, priprava plačilnih nalogov, skeniranje, upravljanje pošte itd.).
• Nudenje administrativne podpore kadrovski službi (začetni pregled prijav na razpisana delovna mesta, priprava pogodb o zaposlitvi, urejanje dokumentacije, uvajanje novih sodelavcev (onboarding), postopki ob odhodu zaposlenih (offboarding) itd.).
• Organizacija dogodkov za stranke in internih dogodkov (teambuildingi ipd.).
• Organizacija internih in zunanjih izobraževanj.
• Pomoč pri organizaciji službenih potovanj (rezervacija letalskih kart, hotelov).
• Pomoč pri pripravi ali vodenje prijav na različne razpise/subvencije.
• Upravljanje osnovnih pogodb.
• Nadzor in upravljanje naročnin podjetja.
• Skrb za urejenost in organiziranost pisarne, vključno z naročanjem pisarniškega materiala.
• Komunikacija z zunanjimi dobavitelji (čistilni servis, vzdrževalci ipd.).
• Vodenje različnih internih projektov (npr. uvajanje certifikatov, poročanje, uvajanje novih orodij itd.).
• Osnovno upravljanje družbenih omrežij ali spletne strani.

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We are seeking an experienced and independent individual to take on a central role in ensuring the smooth operation of our support processes. As our Office Manager, you will be responsible for a wide range of tasks, from providing administrative assistance to various departments to organizing events and managing internal projects. We are seeking an individual who values a dynamic workday, a friendly environment, and the opportunity for a long-term career commitment.

Responsibilities will include:
• Managing and delegating emails from info@optiweb.com.
• Providing administrative support to the accounting department (issuing and receiving invoices, verification, preparing payment orders, scanning, mail handling, etc.).
• Providing administrative support to HR (initial interview screening, preparing employment contracts, managing documentation, onboarding, offboarding, etc.).
• Organizing client events and internal events (teambuildings, etc.).
• Organizing internal and external training sessions.
• Assisting with travel arrangements (booking flights, hotels).
• Assisting with or managing applications for various tenders/grants.
• Managing basic contracts.
• Overseeing and managing company subscriptions.
• Ensuring the office is tidy and well-organized, including ordering office supplies.
• Communicating with external suppliers (cleaning services, maintenance providers, etc.).
• Managing various internal projects (e.g., implementing certifications, reporting, rolling out new tools, etc.).
• Basic management of social media accounts or the website

• Visoka stopnja samostojnosti, proaktivnosti in izjemna organiziranost.
• Zaupanja vredna in diskretna oseba.
• Odlične komunikacijske sposobnosti v angleščini in slovenščini (pisno in ustno).
• Vsaj 4 leta delovnih izkušenj na primerljivih delovnih mestih (administracija, vodenje pisarne, poslovna podpora).
• Cenimo zrelost, odgovornost in željo po dolgoročni zaposlitvi.
• Izrazita naravnanost k podporni vlogi in zadovoljstvo ob zagotavljanju nemotenih operativnih procesov.
• Iznajdljivost in spretnost pri uporabi orodij umetne inteligence (AI).

Dodatne prednosti / Zaželeno:
• Osnovno poznavanje računovodskih načel.
• Izkušnje z orodji za vodenje projektov ali sistemi CRM.

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What we expect:
• Highly independent, proactive, and exceptionally organized.
• Trustworthy and discreet.
• Excellent communication skills in English and Slovenian, both written and verbal.
• Minimum 4 years of work experience in comparable roles (administration, office management, business support).
• We value maturity, responsibility, and a desire for a long-term commitment.
• A strong attitude for a support role and finding satisfaction in facilitating smooth operational processes.
• Ingenuity and comfort with using AI tools.

Bonus points / Nice-to-haves:
• Basic knowledge of accounting principles.
• Experience with project management tools or CRM systems.

• Pogodbo o zaposlitvi za nedoločen čas s 6-mesečnim poskusnim obdobjem,
• fleksibilen delovni čas in lokacijo dela: hibridni model ali delo v naših pisarnah,
• konkurenčno plačilo in druge finančne ugodnosti (nadpovprečno nadomestilo za delo od doma, maksimalno povračilo stroškov za malico, letni bonusi glede na uspešnost).

Idealen kandidat/kandidatka je oseba, ki uspešno krmari med različnimi nalogami, uživa v dinamičnem delovniku in išče priložnost, kjer lahko s svojimi veščinami dolgoročno prispeva k uspehu ekipe.

Gre za hibridno delovno mesto z najmanj dvema dnevoma prisotnosti v pisarni na teden.

Mislite, da ste pravi/prava za to delovno mesto? Prijavite se na sledeči povezavi: https://optiweb.recruitee.com/o/office-manager

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What can you expect if you join our team?
• Employment contract for an indefinite period with a 6-month trial period,
• a flexible schedule and location of work: hybrid model or at our offices,
• competitive salary and other financial benefits (above-average compensation for remote work as well as maximum reimbursement for lunch, yearly bonuses based on performance).

The ideal candidate is someone who successfully navigates between various tasks, enjoys a dynamic workday, and seeks an opportunity where their skills can contribute to the team's success in the long term.

It is a hybrid position with two minimal days in the office per week.

Think you have what it takes? Apply now!

If you know someone who'd be a great fit, let them know about this opportunity. Applications are open until the position is filled, and you can apply in English or Slovene.