Front Office Manager (m/f/d)

ANEXIA Inc.; Wien; Hybrid; EUR 28,000 - 42,000; Full time

Benefits offered by this job

Free parking

Mobile phone and notebook

Snacks and drinks

Mentoring program

Employee events

Job summary

ANEXIA Inc. in Vienna is seeking an organized, service-minded Office Coordinator to support daily operations, greet clients and visitors, and keep the office running smoothly.

You will manage meeting rooms, handle mail and supplies, and act as the first point of contact for colleagues on organizational matters. A proactive mindset, excellent German language skills (and good English), plus solid MS Word and Excel fluency are essential.

Qualifications

• Proven ability to work with MS Word and Excel.
• Strong service orientation and teamwork.
• High degree of organizational skill and initiative.
• Ability to identify and address office issues proactively.
• Professional demeanor with excellent German and good English skills.

Responsibilities

• Friendly reception and professional support for clients and visitors; first point of contact for colleagues on organizational matters.
• Coordinate Vienna office operations: procure supplies, manage refreshments, mail handling, and collaborate with facility management.
• Manage meeting rooms end-to-end, including setup and prep for internal/external meetings.
• Handle phone calls and written correspondence with clients, external partners, and service providers.
• Process incoming tickets and requests as part of daily operations (e.g., repairs).

Skills

MS Word

Excel

Service orientation

Organizational skills

Initiative

Problem solving

Communication

German language

English language

Team spirit

Job description

What this role is about and who we are looking for

Are you an organizational talent with a strong service orientation who loves coordinating things independently? Do you enjoy working proactively, thinking ahead, and finding joy in keeping the daily office routine running smoothly and efficiently? Then you'll feel right at home with us and can truly thrive.

Your Tasks

• Friendly reception and professional support for clients and visitors, as well as being the first point of contact for colleagues on organizational matters in day-to-day office life
• Organization of our Vienna office location: from procuring office supplies and refreshments (e.g. fruit basket, milk) to processing incoming and outgoing mail and collaborating with facility management
• Independent management of meeting rooms, from basic setup (e.g. water, glasses, tidiness) to individual preparation for internal and external meetings
• Handling phone calls and written correspondence with clients, external companies, and service providers
• Processing incoming tickets as part of daily operations (e.g., repair requests)

Your Profile

• Confident handling of MS Word and Excel
• Strong service orientation and team spirit
• High degree of organizational skill, initiative, and a solution-oriented mindset
• You can independently identify when action is needed or when something isn’t running smoothly in the office, and you take the initiative to address these issues
• Open, communicative personality with strong social skills and a professional demeanor
• Very good written and spoken German skills as well as good English skills

We are more than just a workplace. Therefore, we offer our employees many benefits (which partly depend on your position and location):

• good transport connections and flexible working hours
• Period.
• Not to mention further training
• a mentoring program
• free parking
• a mobile phone and notebook
• snacks and drinks
• company cars
• employee events
• a fun corner,
• ...