Office Manager

at  Freightos

ABOUT US

Founded in 2015 and based in Luxembourg, Shipsta by Freightos is a global tender procurement platform that transforms freight procurement for top-tier enterprise shippers. It streamlines tender management by connecting shippers with a vast network of carriers, optimizing logistics operations. In plain terms, Shipsta simplifies the complex world of freight procurement, making it more efficient and accessible for businesses worldwide.
As of 2024, Shipsta joined Freightos, the global booking and payment platform for the trillion-dollar freight industry. The Freightos platform is used by hundreds of airlines and ocean liners, thousands of freight companies, and over ten thousand importers and exporters. Oh, did we mention we’re traded publicly on the Nasdaq (CRGO).

Basic requirements:

• Strong financial management and organizational skills.
• Ability to work autonomously, while collaborating effectively with others.
• Excellent attention to detail, with the ability to identify and implement process improvements.
• Proficient in financial software and MS Office Suite (especially Excel).
• Strong negotiation and communication skills for dealing with vendors and contracts.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Can-do mindset: A proactive approach to challenges and problem-solving.
• Collaborative: Works well with cross-functional teams and demonstrates a cooperative attitude.
• Eager to learn: Open to feedback and committed to continuous learning and development.
• Autonomous: Able to manage responsibilities independently, while seeking support when needed.
• Proficiency in spoken, written, and reading skills in either French or German is required

We’re on the hunt for an Office Manager (30 - 40 hours / week) who’s as organized as a label maker, detail-oriented enough to spot a typo from a mile away, and proactive like a superhero. You’ll be the go-to person for keeping the office running smoothly—taking charge of charming vendors, and wrangling contracts, all while juggling a few admin tasks on the side and ensure the office is well-organized and fully equipped. If you’ve got a love for organization, and a “can-do” attitude that could power a small city, we want you!
Requirements:

Responsibilities

• Office Management:
• Manage schedules and appointments (e.g., visitors).
• Maintain office supplies and inventory.
• Ensure the office is well-organized and fully equipped.
• Budget Management:
• Work closely with the finance team to monitor office-related expenditures and ensure the office operates within the set budget.
• Accounts Payable and Receivable:
• Process invoices and payments in a timely manner.
• Vendor & Expense Management:
• Manage vendor relationships, including handling reimbursements and reviewing credit card statements.
• Implement and monitor financial controls to ensure expense accountability.
• Contract Management:
• Organize and maintain office contracts, including tracking expiration dates, in cooperation with the legal and sales teams.
• Handle contract renewals and terminations, ensuring compliance and timely execution.
• Ad-hoc Responsibilities:
• Take on additional tasks as required to support the office and leadership team in daily operations.
• Support HR in different projects and administrative tasks.

Basic requirements:

• Strong financial management and organizational skills.
• Ability to work autonomously, while collaborating effectively with others.
• Excellent attention to detail, with the ability to identify and implement process improvements.
• Proficient in financial software and MS Office Suite (especially Excel).
• Strong negotiation and communication skills for dealing with vendors and contracts.
• Ability to multitask and prioritize tasks in a fast-paced environment.
• Can-do mindset: A proactive approach to challenges and problem-solving.
• Collaborative: Works well with cross-functional teams and demonstrates a cooperative attitude.
• Eager to learn: Open to feedback and committed to continuous learning and development.
• Autonomous: Able to manage responsibilities independently, while seeking support when needed.
• Proficiency in spoken, written, and reading skills in either French or German is required.

Type: Temporary 30th November 2025; 30 - 40 hours / week