Office Manager & HR Assistant at EIS Group · Vilnius

We are looking for an organized and proactive Office Manager & HR Assistant to join our Lithuanian team to ensure smooth day-to-day office operations and support our team. This role includes office administration and HR coordination, such as managing correspondence, supplies, Health & Safety, business trips, team events, and other tasks. The ideal candidate is adaptable, detail-oriented, and skilled at creating a welcoming and efficient workplace. This position is offered as a fixed-term contract of 1.1-1.3 years as maternity cover.

Key Responsibilities

• Ensure smooth office operations, from managing incoming calls, emails, and correspondence to greeting guests; manage office supplies and equipment to maintain a well-organized, functional, and welcoming workspace, serving as the first point of contact for office-related questions from employees;
• Communicate with vendors & building management to address office-related issues and ensure seamless operations;
• Manage Occupational Health & Safety processes in coordination with external vendors, including organization of employee medical check-up & its records;
• Own the Return-to-Office process and administer the workplace management (desk booking) system;
• Coordinate business trips, including consulting employees, preparing orders, and handling visa-related matters;
• Manage BambooHR system, including employee records and time-off section;
• Prepare various employee-related documents (e.g. certificates, orders, documents for Social Security, Tax Office, and other);
• Collaborate with the Accounting team by providing information on time off, business trips, and support payroll inputs (including Rivile);
• Manage overtime & on-call processes;
• Support onboarding & offboarding processes;
• Organize team-building activities & office celebrations; collaborate with the HR team on organizing larger company events.
• Support Vilnius HR team on various HR related projects by demand.

Skills, Knowledge & Expertise

• Previous experience in office management & administration;
• Strong organizational and time-management skills with excellent attention to detail;
• Strong problem-solving skills and the ability to resolve conflicts constructively;
• Fluency in Lithuanian & English (written and verbal);
• Proactive and creative mindset, willingness to learn & grow in the HR field;
• Adaptable and flexible in changing or unforeseen situations while maintaining a positive outlook;
• Ability to propose suggestions and ideas for processes improvements, take ownership and act accordingly;
• Team player, able to collaborate effectively;
• Strong interpersonal skills and ability to build positive relationships;
• Proficient in Microsoft Office and Google Suite (Word, Excel, PowerPoint, etc.);
• Familiar with standard office equipment (printers, scanners, copiers, etc.);
• Quick to learn and adapt to new software and office tools.

Job Benefits

• Work with top talent and great colleagues who are industry and technology experts. Operate in a Scaled Agile environment, diverse, multicultural and cross-functional teams
• We are a global and modern software product company building world-class Enterprise InsurtTech Product powered by leading-edge technologies (microservices, reactive, cloud, continuous delivery)
• We can offer ownership to our employees- being able to make decisions that impact the growth of the company
• We offer freedom - build from building your career path through development programs and exciting global mobility opportunities (we have a remote and global culture)
• Attractive compensation packages (includes merit-based increase)
• Health insurance
• We work with the newest Apple Macbooks

*Please note that we will be proceeding only with those applications that have valid working permits in the location stated in the vacancy description.