Office Operations Specialist at Marabu Airlines

Tallinn, , Estonia -

Full Time

Start Date

Immediate

Expiry Date

13 Oct, 26

Salary

0.0

Posted On

15 Jul, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Office Administration, Workplace Operations, Occupational Health & Safety, Vendor Coordination, Employee Onboarding, Event Organization, Time Management, Estonian Fluency, English Fluency, Administrative Support, Expense Administration, Travel Booking, Inventory Management, Facility Management, Discretion

Industry

Airlines and Aviation

Description

Join Marabu as an Office Operations Specialist and take ownership of the day-to-day experience in our Tallinn office. You will help ensure that the workplace is organised, safe and welcoming, while supporting employees, coordinating office services and keeping essential administrative processes running smoothly. This is a practical, hands-on role for someone who notices what needs to be done and takes action without waiting to be asked. From coordinating workplace vendors and preparing meeting rooms to supporting onboarding, employee benefits and office events, your work will have a visible impact across the company. Important to know This is an office position based in Tallinn, requiring presence in the office five days per week. Marabu’s regular hybrid and Work from Anywhere arrangements do not apply to this role, although exceptional remote work may be agreed with the direct manager. The position is offered on a fixed-term contract for approximately 12–18 months as maternity leave replacement. Responsibilities Office Operations Manage the day-to-day operations of the office to ensure a safe, efficient and welcoming workplace. Coordinate office supplies, facilities, cleaning services, maintenance and workplace vendors. Maintain meeting rooms, common areas and overall office hygiene. Coordinate incoming correspondence, deliveries and general office administration. Maintain office documentation, inventories and administrative records. Employee Experience Administer employee benefit programs, such as health insurance, wellness benefits, gym memberships and similar offerings. Coordinate onboarding and offboarding logistics in collaboration with HR. Organize office events, team activities and employee engagement initiatives. Support employees with office-related requests and workplace services. Occupational Health & Safety Coordinate Occupational Health & Safety activities and workplace inspections. Ensure required safety documentation, training and compliance activities are maintained. Coordinate with external providers and internal stakeholders on health and safety matters. Support emergency preparedness and workplace safety initiatives. Administrative & Executive Office Support Prepare meeting rooms and meeting logistics. Support travel bookings, expense administration and operational requests as delegated. Provide administrative support to the Executive Office when required. Act as backup for Executive Office activities during absences to ensure business continuity. Fluency in Estonian and English, both written and spoken. Previous experience in office management, office administration, workplace operations or a similar hands-on support role. Previous experience as a Working Environment Specialist would be highly beneficial. A good understanding of Occupational Health and Safety requirements, workplace inspections and related documentation would be considered a strong advantage. Strong organizational and time-management skills, with excellent attention to detail. A proactive, hands-on and solution-oriented mindset. A service-oriented attitude and genuine willingness to support colleagues and visitors. The ability to manage multiple priorities in a dynamic environment. A high level of reliability, ownership and discretion. A practical approach and willingness to take care of both complex coordination topics and smaller day-to-day office tasks. Inspiring and truly unique experience at the newest Estonian airline Additional 7 days of vacation per year Stebby allowance Staff discounted flight tickets (myID travel) Development and career opportunities Flexible working environment Opportunity to work with a dynamic and multicultural industry-leading team A modern office in Ülemiste, filled with exciting office events

Responsibilities

Manage day-to-day office operations, including facility maintenance, vendor coordination, and administrative support for the Executive Office. Oversee employee experience initiatives, benefit administration, and ensure compliance with Occupational Health and Safety regulations.