Office Manager Croatia (Hybrid)

Department: Finance

Employment Type: Full Time

Location: Croatia

Reporting To: Tetyana Sakhno

Description

About Newfire

Newfire Global Partners is a rapidly growing, privately-held, American company that provides advisory and technology services to some of the world’s most innovative companies. In 2022, Inc. Magazine recognized Newfire as one of the fastest-growing companies in America. Headquartered in Boston with operations spanning four continents (including teams in Argentina, Brazil, Canada, Costa Rica, Columbia, Croatia, Malaysia, Mexico, Poland, Portugal, Ukraine, United States, and others), our global staff of nearly 1,000 professionals represents top talent worldwide in the areas of software development, product management, data science & data engineering, and CEO & board advisory services.

We're looking for the Office Manager in Zagreb, Croatia who will play a key role in ensuring the smooth, efficient, and compliant operation of the local office. This position combines administrative coordination, vendor and office management, employee support, basic financial administration, documentation handling, and cross-functional communication. The ideal candidate is highly organized, reliable, service-oriented, and comfortable managing a wide range of operational tasks in a dynamic business environment. This is a Hybrid role, requiring work from office three days in a week.

Key Responsibilities

Overseeing payroll-related inputs (hourly reports, Multisport, AZ pension fund, bonuses, special occasion payments, payment orders).
Collecting vendor quotations and preparing payments for supplier invoices (office supplies, refreshments, hotels, gifts).
Communicating with TMF regarding customer cards, executing payment cycles, and ensuring accurate financial processing.
Making decisions on refunds and reimbursements (education budget, team building budget, team lead budget, employee reimbursement requests).
Managing travel orders and related documentation.
Coordinating office maintenance and liaising with landlords, technicians, cleaners, and external service providers.
Preparing and publishing newcomer announcements.
Communicating employee benefit offers (Multisport, blood donation initiatives, internal campaigns, etc.).
Event management, including sourcing venues and gifts, and coordinating communication with vendors and employees.
Ensuring workplace safety compliance (cooperation with Tehnozaštita, scheduling inspections).
Creating, distributing, and analyzing surveys required by institutions such as Croatian Chamber of Commerce.
Managing internal quotas (e.g., budgets, allocations).
Handling physical documentation (certifications, stamping, postal deliveries).
Managing equipment sales (issuing invoices, preparing decisions and declarations).
Managing onsite employee files and documentation.
Coordinating office relocation activities.
Other tasks based on employer requirements and in the nature of the job.

Skills, Knowledge & Expertise

Strong organizational and multitasking skills, with the ability to prioritize effectively.
Excellent verbal and written communication skills (Croatian and English language)
Proactive, solution-oriented mindset with strong attention to detail.
High level of reliability, discretion, and professionalism.
Service-oriented approach and ability to build positive relationships across teams.
Adaptability and ability to stay calm in a fast-paced environment.

Nice-to-have skills:

Driver's licence
Economic background or education is a plus

Recruiting Manager Interview

HR Interview

Hiring Manager Interview

Hired