Office & People Operations Manager

PAYBIS Ltd. Latvijas filiāle

Apraksts
Pamatinformācija
Uzņēmums

Core Profile & Expectations

Paybis is looking for a proactive, resourceful, and people-driven Office Manager to run the day-to-day operations of our Riga office. The office renovation is complete — the focus now is on maintaining and elevating the workspace, ensuring seamless logistics, and creating an environment where every employee and guest feels genuinely cared for.

This is not a task-execution role. We need someone who takes ownership of the entire office ecosystem: from ordering snacks and managing vendors to booking business travel, coordinating branded merchandise, and shipping equipment to employees. The ideal candidate is autonomous, detail-obsessed, and brings a hospitality mindset to everything they do.

Functional Responsibilities

Office Operations & Facilities

Full responsibility for smooth daily operations with minimal oversight
Manage all vendors: cleaning, water, coffee, food delivery, tech maintenance
Coordinate minor repairs and improvements — the renovation is done, now it's about upkeep and continuous enhancement
Ensure all office zones (workstations, meeting rooms, kitchen, common areas) are always clean, stocked, and welcoming

Branded Merchandise & Equipment Logistics

Order, manage, and distribute branded company merchandise (apparel, accessories, gifts, promo items)
Coordinate shipment of laptops, equipment, and packages to employees — including international shipping
Track all outbound and inbound deliveries; maintain an up-to-date logistics log
Work with reliable courier partners and customs documentation where applicable
Maintain inventory of branded items and proactively replenish stock

Business Travel Management

Book flights, hotels, and ground transportation for business trips
Collect travel requests, verify approval, and ensure booking aligns with company travel policy
Handle itinerary changes, cancellations, and last-minute adjustments calmly and efficiently
Maintain preferred supplier relationships (airlines, hotels, travel agencies)
Track travel expenses and report monthly

Procurement & Budget Management

Order and manage office supplies, groceries, hygiene products, and equipment
Proactively forecast needs and maintain cost-effective procurement
Track and report office budget monthly — full transparency and financial discipline
Research and onboard new vendors when current quality or pricing is not optimal

Workplace Experience & Hospitality

Create and sustain a workspace that employees are proud to work in

Ensure high-quality food, snack, and coffee experience at all times
Host guests, partners, and candidates — deliver a professional 'wow-effect'
Proactively communicate with employees about office updates, new services, and events

Internal Events & Onboarding

Support planning and execution of internal events (team celebrations, milestones, seasonal events)
Prepare workstations before new employee arrival; welcome and onboard newcomers into office routines
Coordinate with HR on event logistics and onboarding experience

Capabilities & Technical Expertise

Ownership & Initiative: Independently identify improvements and deliver execution end-to-end

Logistics & Branded Merch: Coordinate shipping, equipment dispatch, and branded product ordering

Travel Management: Book flights, hotels, and transfers for business trips

Vendor & Facilities Management: Manage suppliers with negotiations, SLAs, and quality control

Workplace Experience: Hospitality mindset — proactive care for every employee and guest

Budget Accuracy: Plan purchases, track expenses, and report transparently

Communication: Proactive, warm, solution-first communication style

Experience & Background

2+ years in office administration, operations, hospitality, or executive assistant roles
Hands-on experience with logistics, courier services, and shipping (including international)
Experience ordering and managing branded merchandise or corporate gifting
Practical knowledge of business travel booking (flights, hotels, ground transport)
Experience working with vendors and contractors (cleaners, technicians, couriers, suppliers)
Procurement and budget tracking experience
Event coordination experience is a strong plus
Tech/fintech environment experience is advantageous

Leadership Qualities

Trusted Operator
Proactive Problem-Solver — identifies issues before they become visible
Calm Under Pressure — handles multiple requests simultaneously without losing quality
People-First — understands that office experience directly shapes company culture
Professional & Diplomatic — resolves service issues constructively

Competency Profile

Must-Have

Strong self-management and prioritization
Full ownership mindset — not a task-taker, but a proactive operator
Logistics confidence: shipping, customs, tracking
Travel booking and coordination
Budget accuracy and expense reporting
Warm, proactive communication with employees

Nice-to-Have

Event planning and coordination
Experience with corporate gift / merch platforms
Visual taste and understanding of workspace design
Basic financial administration

We Offer

Exciting and challenging work in the fast-growing fintech & cryptocurrency sector.
Friendly, supportive, and skilled colleagues.
Competitive salary plus bi-annual performance bonuses.
Professional development budget for courses, seminars, and conferences.
Cozy, modern office in the center of Riga.
Free snacks, fruits, coffee, and more in the office.
Paid lunch in the office and free parking.
Health insurance after the probation period.
Corporate events, team-building activities, and a supportive work environment.

Mēneša bruto algaBruto mēnesī € 1200 - 1700

Atrašanās vieta

Rīga, Latvija
Brīvības iela 171

Darba veids

Pilna slodze
Elastīgs darba laiks

Valodas

Angļu
Latviešu

Kontaktpersona
Kristina Stepanova

Paybis.com is a leading digital & cryptocurrency exchange platform founded in 2014. Our goal is to allow any person around the globe to buy or sell crypto and digital currencies in a quick, easy, and hassle-free fashion. Throughout our existence, we have already grown to a company of 100+ employees and are recognized as one of the most prominent businesses in the crypto industry. Working at Paybis.com gives employees an amazing opportunity to dive into a new and trending fintech industry and learn more about the era of the new financial world. Paybis head office is based in Riga, Latvia and our international team of professionals comprises more than 10 different nationalities. Our workforce consists of highly skilled and talented professionals, bringing their A-game to work every day and reinforcing our core values:

Professionalism in everything we do
Strong result-orientation
Work- life balance

Do you share our passion and want to dive into the trending crypto industry? Learn more about the era of the new financial world? Submit your resume today and join the team.