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Administration & Office Coordinator

Brainster Group

Work Full-Time Mainly On-Site Hybrid Possible Skopje, Macedonia
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Role Summary

The Administration & Office Coordinator supports the smooth daily operations of Brainster Group by managing office coordination, documentation, supplier communication, basic HR administration, junior finance support, and coordination of Brainster’s premises.

You will:

  • Manage daily office coordination and operational support.
  • Coordinate office supplies, equipment, hygiene, and premises-related services.
  • Keep HR, finance, and administrative documentation accurate and organized.
  • Communicate with employees, suppliers, accounting, finance teams, and external service providers.
  • Receive, check, archive, and prepare invoices and payment-related data.
  • Support the organization of internal and external events.
  • Ensure Brainster’s office spaces are well-maintained, functional, and ready for daily work.

Key Responsibilities

Community Management 

1. Office, Event and Team Coordination
  • Manage daily office operations and make sure the office runs smoothly.
  • Coordinate procurement of office supplies, materials, equipment, and other operational needs.
  • Communicate with suppliers, service providers, and internal teams.
  • Coordinate with external companies responsible for hygiene, maintenance, and management of Brainster premises.
  • Monitor office and premises-related needs and make sure issues are identified, communicated, and resolved on time.
  • Support teams with administrative and logistical needs.
  • Assist in organizing internal and external events, including logistics, reservations, materials, and coordination.
  • Help create a professional and well-organized experience for employees, students, partners, guests, and collaborators.
2. Finance, HR and Administrative Support
  • Maintain, update, and archive HR documentation, including employee contracts, annexes, and related records.
  • Manage and archive administrative documentation.
  • Coordinate with accounting for employee registration, deregistration, and other HR-related administrative processes.
  • Communicate with employees regarding HR procedures, required documents, and administrative steps.
  • Receive, check, process, archive, and prepare invoices and payment-related data.
  • Communicate with suppliers regarding invoices, payment status, and required documentation.
  • Prepare payment-related data and coordinate with accounting and finance teams.
  • Keep HR, finance, and administrative documentation accurate, organized, and properly archived.

Candidate Profile

  • Required Qualifications & Experience
    • Bachelor’s degree is preferred, but strong organizational skills and relevant experience are more important than field of study.
    • 2+ years of experience in office administration, operations, HR administration, finance administration, accounting support, facilities coordination, or a similar role.
    • Experience working with documentation, contracts, invoices, suppliers, service providers, and internal administrative processes.
    • Basic understanding of finance and accounting coordination, especially invoice processing and payment preparation.
    • Comfortable communicating with employees, suppliers, accounting, finance, external service providers, and different internal teams.
    • Excellent Macedonian, spoken and written; English is considered an advantage.
    • Confident user of spreadsheets, Google Workspace / Microsoft Office, email, online communication tools, and basic administrative systems.
    • High level of accuracy, confidentiality, and responsibility when working with documents, financial information, and employee-related information.

Key Skills & Competencies

  • Highly organized: you keep documents, tasks, deadlines, and communication structured.
  • Detail-oriented: you notice errors in invoices, documents, dates, names, amounts, and missing information.
  • Reliable and responsible: when something is assigned to you, people know it will be completed.
  • Proactive: you follow up, remind others, and solve small problems before they become bigger issues.
  • Clear communicator: you communicate professionally with employees, suppliers, accounting, finance, management, and external service providers.
  • Confidential and professional: you handle HR, finance, and company documentation with care.
  • Service-oriented: you enjoy supporting teams and making their work easier.
  • Operationally aware: you notice what the office and premises need in order to function well.
  • Calm under pressure: you can manage multiple small tasks, urgent requests, and deadlines without losing focus.
  • Team-oriented: you collaborate well with different departments and understand that good administration supports the entire organization.
  •  

Perks & Benefits

  • Hybrid working model, combining office work and remote work where possible and in coordination with the team.
  • Unlimited vacation days, based on responsibility, planning, and team coordination.
  • Additional benefits, such as private health insurance, may be unlocked after a certain period of employment.
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