Office & People Operations Manager

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.

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

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

• 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

• 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

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

• 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.