Office Manager and HR Specialist

The J. Molner Company office in Tallinn is looking for a

Office Manager and HR Specialist

Job Summary:

Office Manager ensure that the office is running effectively on a day-to-day basis, assist the organization’s finance functions by keeping personnel records up to date, maintaining internal databases and insider information lists, coordinating information with team members and external partners and government agencies, and handling purchases and expenses.

Essential Responsibilities:

• Greeting visitors, answering incoming phone calls and manages general email (jmolner(at)jmolner.com)

• Implementing and maintaining procedures and keeping them up to date
• Purchase office supplies and equipment and food
• Communication with suppliers (e.g., cleaning firm, utility service and Tehnopol)
• Acting as a responsible person for a public company (keeping lists up to date, preparing agreements)
• Acting as a data protection specialist
• Organizing company events
• Prepare and record business trip assignments
• Booking transport and accommodation for business trips

• Review and record expense reports and business travel reports
• Document scanning and archiving
• Processing invoices on accounting program
• Review monthly timesheets for salary calculation
• File vacation schedule
• Report sick leaves in database (eesti.ee)
• Handle communication with Jobbatical
• Collect new employee data and manage HR folder (e.g. employee data form, working agreements, amendments)
• Prepare working agreements and working agreements amendments
• Order work equipment to new employees

• Organizing onboarding and offboarding of employees

• Internal rule’s introduction for new employees
• Handle health checks in Qvalitas.ee
• Handle Stebby.ee, Europark.ee and Bolt.ee accounts
• Handling Fedex account, organizing transportation

Qualifications:

• Vocational education as business management specialist or similar (secretary, personnel specialist etc)

• At least 2 years of experience in office management

• Excellent computer skills, including a high degree of proficiency in Microsoft Word, Excel, Outlook, and PowerPoint

• Collaborative working style. Professional, ready to cooperate and willing to support team members and company priorities.

• Good written and oral communications in Estonian and in English.

The J. Molner Company welcomes you with:

• Health/sports compensation
• Annual holiday of 28 days + winter break between Christmas and New Year
• Team events
• Annually five days of 100% paid health leave if needed
• On-boarding and training program