Office Coordinator - Part-time (28 hours/week)

Pracovní nabídka

We are looking for a friendly, organized, and proactive Office Coordinator to join our team in Prague. In this role, you will be the face of the office and a key support for our teams, ensuring the smooth daily operation of our workplace and creating a welcoming environment for employees and visitors.

This position is ideal for someone who enjoys variety in their work, has strong organizational skills, and takes pride in keeping things running efficiently.

Your main responsibilities:

Reception & Front Office

• Welcome visitors and create a professional and friendly first impression
• Manage incoming and outgoing calls, mail, parcels, and courier services
• Prepare meeting rooms, refreshments, and equipment for meetings
• Manage employee and visitor access cards and coordinate with building reception
• Act as the first point of contact for employees, guests, and external service providers

Office & Facility Coordination

• Ensure the smooth daily operation of the office and workplace facilities
• Coordinate service providers such as cleaning, maintenance, catering, security, and building management
• Monitor office supplies and manage orders for kitchen, office materials, and refreshments
• Oversee office equipment (printers, meeting room equipment, etc.)
• Manage invoices, office budgets, and vendor payments related to office operations
• Support office improvements, renovations, or workspace adjustments when needed

Administrative & Management Support

• Support the General Manager with calendar coordination and meeting organization
• Prepare meeting agendas and take minutes for internal meetings
• Assist with reporting, documentation, and internal systems updates
• Process expense reimbursements, petty cash, company card settlements, and travel expenses
• Maintain attendance administration for multiple teams

HR & Employee Support

• Prepare onboarding materials and starting kits for new employees
• Support recruitment coordination and assist with interviews and HR administrative tasks
• Help employees with routine administrative requests and HR documentation

Business Travel & Events

• Arrange business travel, including travel itineraries, accommodation, transport, and travel insurance
• Support travel expense settlements

Event & Meeting Organization

• Prepare meeting rooms, equipment checks, refreshments, and catering
• Organize internal events, social events, educational trainings, team buildings (incl. budgets and logistics)
• Coordinating management teambuilding arrangements and booking venue
• Preparing office-wide refreshment events (breakfasts, lunches, snacks, seasonal treats)

Additional Support

• Communicate with authorities, notaries, and external partners when needed
• Support IT coordination and office equipment needs
• Assist with company vehicle administration and other operational tasks
• Handle various ad-hoc administrative tasks to support the team

What we are looking for:

• Native Czech speaker
• Fluent English (spoken and written), as it is our company business language
• Previous experience in a similar role (receptionist, office coordinator, office manager, or administrative support)
• Strong organizational and multitasking skills
• Friendly, welcoming, and professional personality
• Reliable, proactive, and able to work independently with a “can-do” attitude
• Proficiency in Microsoft Office and general digital tools
• Driving License B, active driver

We offer:

• Background of stable company
• Daily communication in foreign languages
• Interesting salary and benefits
• A stable working environment and a friendly team
• Meaningful work where you can immediately see the results of your efforts
• Good conditions for onboarding and a smooth handover of responsibilities
• The opportunity to influence the daily operations of the office

This position is part-time (0.75 FTE, approx. 28 hours per week). Two colleagues will share the role and coordinate their schedules to ensure reception coverage from 8:00 to 17:00 on working days.

Start date: 1.4.2026 or upon agreement

If you enjoy creating a pleasant workplace environment and supporting a dynamic international team, we would be happy to welcome you.