Office Assistant

Office Assistant

Ljubljana

WHO ARE WE LOOKING FOR

We’re looking for an excellent communicator with enviable time management skills and a keen eye for detail to join our Ljubljana office.

We are a diverse team of 14 colleagues situated in the Ljubljana office where snacks are abundant, free coffee flows, and team dinners are a must. Our clients are large, global brands, banks, insurance companies, media publishers, mobile carriers, and more.


The Office and Finance team handles all the administration and finances for Infinum Slovenia and works closely with the teams from other locations, as well as with all levels of management. Our day-to-day tasks are various, the work is dynamic and it truly never gets monotonous!



01

Qualifications & Experience

relevant work experience in the field of finance, office management, or business administration

advanced knowledge of written and spoken Slovenian and English (Croatian will be considered an advantage)

excellent time management

excellent communication skills

highly developed organizational and analytical skills, attention to detail

advanced computer skills including Microsoft Office and Google Drive package

a driver’s license


02

Your responsibilities

greeting clients, coordinating appointments and meetings

managing staff calendars and schedules when necessary

handling incoming calls, emails, and other correspondence

keeping the office area clean and tidy

maintaining office supplies by checking the inventory and ordering items

performing work-related errands as requested, such as going to the post office and bank

collaborating with external partners like insurance vendors and contracted services

organizing business trips, arranging travel accommodations, and processing expense forms (researching and finding available hotels, transportation, and other necessities)

assisting with presentations and other management-level reports

compile all findings and utilize spreadsheets for simple evaluation to assist different administrative projects

entering financial data into the system (we use Minimax)

updating financial records and assisting with the preparation of financial reports when necessary

keeping track of accounts payable and accounts receivable

updating paperwork, maintaining documents and various databases, communicating with accounting

assisting the marketing team with specific tasks related to local activities (translations and proofreading, communicating with local vendors and providers, overseeing inventory of internal merchandise, etc.)

helping with event organization, meetings, team buildings – scheduling and resourcing

cooperating with varied staff members within and outside the department and assisting others as required

Tools
we use

Zoom

We often use Zoom (or similar tools) for communication with our clients and remote colleagues.

Google Workspace

Productivity and collaboration tools we use on a daily basis.

Keynote

For creating top-notch presentations, we relly on Mac’s iWork set of tools.

Pages

To add that final touch to our official documents, we use Pages.

Productive

We use Productive for time tracking, budgeting, and project management. It helps us to have all the information in one place.

Slack

Whether we work remotely or at the office, Slack enables us to exchange information, make decisions quickly, and stay on top of things.

Minimax

We use Minimax for managing our finances and accounting.

What do we offer?

Learning & development

In our bi-weekly one-on-one talks and quarterly 360 reviews, we discuss what’s good and what could be better.

Additional equipment budget

A little extra to supplement your standard work equipment. Pick a latest-model mobile phone, tablet, e-book reader, or a pair of earphones you’ve been dreaming about. Mix & match, why not.

Contributing to open source

Sharing is caring doesn’t only apply to chocolate.

Educational budget

If you’re eager to learn, we’re eager to help. Every employee receives an educational budget.

Paid language courses

Paid language courses help our employees master the English language.

Doing a career switch

We don’t have a sorting hat to tell you where you belong, but we will support your career switch from one job position to another.

Traveling on business

Having clients all over the world means our employees sometimes have to travel to and work from beautiful locations.

Subsidized recreation

Stay in shape with a sponsored fitness membership of your choice.

Sponsored health checks

You know the old saying – the greatest wealth is health.

Working remotely

Office location? Anywhere. It’s all about flexibility.

Free power-ups

Snack on fruit, cookies, and nuts to keep your energy levels up.

Car and bike parking

Don’t let it get caught in the rain. We offer free parking for bicycles and subsidized car parking.

Flexible working hours

Tailor your working hours to fit your schedule.

Fun and games budget

Every team gets a monthly budget to hang out and do fun stuff.

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