Office Manager

Our hiring partner is a NASDAQ-listed international financial group experiencing rapid growth across Europe. As part of its European expansion, the company is now seeking a highly organized, proactive, and service-oriented Office Manager to support day-to-day operations at its Vienna office.

This is an exciting opportunity to join a professional, international team and contribute to the operational excellence of a fast-paced investment firm in a dynamic market.

Key Responsibilities

Administrative Operations

• Manage all incoming/outgoing correspondence with accuracy and confidentiality
• Oversee internal document flow and assist departments in timely execution of tasks
• Maintain an organized, efficient, and modern office space
• Handle procurement, supply inventory, and vendor coordination
• Conduct regular inventory checks and keep accurate logs

Internal & External Communication

• Serve as liaison with vendors, service providers, auditors, and external consultants
• Support payroll/accounting providers with requested documentation
• Coordinate operational HR tasks and support internal policy execution

Executive Assistance & Guest Services

• Schedule meetings and manage calendars for senior staff
• Coordinate on-site visits, internal events, and external client meetings
• Greet visitors with professionalism and ensure a positive office experience
• Serve as first point of contact for calls and external queries

Finance & Compliance

• Process and reconcile vendor invoices using SAP Concur (or similar tools)
• Review employee expense reports to ensure internal policy compliance
• Monitor office budgets and optimize routine operational costs

Travel & Projects

• Organize travel logistics: flights, hotels, itineraries for staff and guests
• Take part in company-wide administrative projects and internal events

Key Requirements

• Bachelor’s degree in Business Administration, Management, or similar
• Minimum 3+ years in an administrative/office manager position, ideally in international or finance-related companies
• Fluency in English and German (written and verbal) is essential
• Proficiency with Microsoft Office Suite and electronic document systems
• Knowledge of SAP Concur or similar financial tools is an advantage
• Outstanding organizational and multitasking skills
• Professional demeanor and ability to handle confidential matters
• A proactive, detail-oriented attitude and team-player mindset

What’s Offered

• Competitive salary aligned with Vienna market rates
• Career advancement opportunities in an international NASDAQ-listed company
• Private health insurance (partial coverage provided)
• Legally compliant contract with standard 5-day work week
• Centrally located, modern office with a collaborative culture
• Official holidays and vacation per the Austrian labor code
• Dynamic and inspiring work environment