דרושים » אדמיניסטרציה » Office Coordinator

Fiverr is looking for an Operations &Travel Coordinator who will manage a range of services and provide the necessary support to ensure high quality and efficient running of the offices. This role oversees many different aspects of a company's operations from managing vendors and contractors to coordinating business travels. The successful candidate should be super organized, energetic and a multitasking kind of person, with attention to detail, performance-oriented, and able to take full responsibility in the day-to-day offices. This is a full-time position, reporting to the Global Group Facilities Manager.

What am I going to do?:

* Oversee daily office operations and manage all administrative tasks, serving as the primary point of contact for any office, facilities, or maintenance needs.
* Lead and coordinate end-to-end travel arrangements for employees and guests, including flights, accommodations, ground transportation, insurance, per diem, visas, and more.
* Manage communication, coordination, and supervision of global contractors and vendors, ensuring service quality and smooth operations.
* Support ad-hoc projects and operational initiatives, providing administrative assistance as needed.
* Manage the operations warehouse, including receiving supplies, tracking inventory, and maintaining accurate documentation.
* Plan and execute meetings and special events, locally and internationally, coordinating all travel logistics, venue arrangements, and onsite support.
* Implement the company’s policies and procedures and ensures they are met within the company's budget
* Reviews and configures travel-related data, analysis, and reporting of travel data
* Review and approve employee expense reports, ensuring accuracy and alignment with policy.
* Implement and enforce company policies and procedures, ensuring operational alignment with company standards and budget.

Equal opportunities:
At Fiverr, we prioritize diversity. We celebrate difference and embed it into every aspect of our workplace and product, as well as our community. Fiverr is proud and committed to providing equal opportunity employment to all individuals regardless of race, color, religion, sex, sexual orientation, citizenship, national origin, disability, Veteran status, or any other characteristic protected by law. In addition, Fiverr will provide accommodation to individuals with disabilities or a special need.

We are looking for a proactive and people-oriented Office & Employee Experience Manager to take full ownership of all office operations and Employee Experience activities. This is a fantastic opportunity to join a dynamic team and shape a unique workplace culture where organizational effectiveness and employee wellbeing go hand-in-hand. Our office is located in Ramat Hachayal, Tel Aviv, with work hours from 9:0018:00.
What Youll Do
* Oversee the day-to-day operations of the Tel Aviv office, ensuring smooth and efficient workflows.
* Take charge of Employee Experience and welfare activities across the globe: company events, happy hours, thoughtful gifts, and more.
* Add a personal touch to the employee journey, making sure small details, travel arrangements, and office needs are taken care of, while also surprising and delighting employees.
* Be the welcoming face of the office: greet visitors and ensure new employees have a warm and organized onboarding experience.
* Manage office logistics and supplies, including kitchen and office equipment.
* Build and maintain strong relationships with external vendors and service providers (e.g., building services, cleaning, food providers, etc.), including contract negotiations.
* Handle company travel planning: flights, accommodations, expenses, and itineraries.
* Support conferences, offsites, and internal meetings.
* Lead onboarding and offboarding processes for employees
* Oversee CEOs calendar as needed
* Track and manage the welfare budget
* Work closely with the VP of HR to align office operations with people-focused initiatives.

This is a key position that requires discretion and the ability to manage the CTOs priorities efficiently. The ideal candidate is detail-oriented, proactive, an independent problem-solver, and comfortable working across time zones in a startup environment.

Responsibilities:

Manage the CTOs calendar, meetings, and travel arrangements
Handle professional communication and coordination between the CTO and internal/external stakeholders
Prioritize and coordinate tasks according to the CTO's priorities
Handle sensitive and confidential information with professionalism and discretion
Coordinate participation in local and international conferences and media engagements
Support the CTO across personal-logistical matters to ensure smooth daily operations

About Mindspace Founded in 2014, Mindspace is a leading flexible workspace provider with an expanding footprint in Europe, Israel and the US. Our design-led office spaces and on-demand offerings such as meeting rooms, event spaces and daily offices provide the ideal solution for enterprise companies, startups, small businesses and entrepreneurs adapting to today’s fast-evolving hybrid work environment. Mindspace is considered a lifestyle brand that has been bringing hospitality into the world of work, always putting service and experience first. A profitable operator, Mindspace has over 15.000 members in 45 locations spread across cities such as San Francisco, New York, Miami, London, Berlin, Frankfurt, Amsterdam, Tel Aviv, Warsaw, Bucharest, and more. Why you’ll love working at Mindspace? Mindspace is a place where employees can thrive and further develop their skill set in an inspiring and nurturing environment: great vibe, employee wellbeing, diverse community, boutique design. You’ll work with some of the best people in the industry, who love what they do. You’ll be part of a global company with deep respect and understanding for the local culture of each of its markets. Our growth is intrinsically connected to that of our employees, and as a Mindspace employee, you’ll be presented with long term career opportunities, globally. Who is the ideal Mindspacer? You’re a team player. You take pride in what you do and have a mindset of “I’m all in” when you do it. You know when to take action and how to take the areas of your responsibility to the next level - excellence is the name of the game. You know how to ‘read the room’ and understand the professional environment you’re in. About the position Who is the Operation Manager? This full-time position is based in Israel , reporting directly to the Israel GM. You will be overseeing all operational aspects of our sites in Israel. You will wear multiple hats and lead multiple functions, including maintenance, facilities, health & safety, and security. What you will be responsible for, mainly:
* Management & oversight of the building systems maintenance and building cleaning of Mindspace sites in Israel
* Drive processes and standards to ensure compliance with local, state, and local regulations, accreditation, and regulatory agencies
* Manage and track preventive and corrective maintenance programs including but not limited to equipment and facilities
* Negotiate terms with large facilities services providers, professionals, and contractors. Managing and maintaining the relationship with them, and making sure deliverables are executed at a satisfactory quality level and on time.
* Drive the strategy for effective planning and scheduling of critical maintenance to achieve timely completion of work and minimal disruption to business operations.
* continuously evaluate facilities process inefficiencies and recommend improvement measures
* Oversee construction projects and new openings in Israel
* Conduct periodic quality checks to ensure that operations policies and procedures are practiced and current
* Play a key role in providing feedback to development on issues that prevent facilities from operating effectively
* Be the first point of contact for large facility maintenance emergencies
* Be the point of contact with the landlords and for making sure that we comply with all regulations and contracts
* Create maintenance protocols to ensure smooth activity of all related issues.
* Handle building security, access control, CCTV, security companies, etc.
* Support, coordinate, and interact seamlessly with different teams, such as the sales team & community team

Founded in 2014,we are a leading flexible workspace provider with an expanding footprint in Europe, Israel and the US. Our design-led office spaces and on-demand offerings such as meeting rooms, event spaces and daily offices provide the ideal solution for enterprise companies, startups, small businesses and entrepreneurs adapting to todays fast-evolving hybrid work environment. we are considered a lifestyle brand that has been bringing hospitality into the world of work, always putting service and experience first. A profitable operator, we have over 15.000 members in more than 40 prime locations spread across cities such as San Francisco, New York, Miami, London, Berlin, Frankfurt, Amsterdam, Tel Aviv, Warsaw, Bucharest, and more. Why youll love working at our company? we are a place where employees can thrive and further develop their skill set in an inspiring and nurturing environment: great vibe, employee wellbeing, diverse community, boutique design. Youll work with some of the best people in the industry, who love what they do. Youll be part of a global company with deep respect and understanding for the local culture of each of its markets. Our growth is intrinsically connected to that of our employees, and as a en mployee, youll be presented with long term career opportunities, globally. Who is the ideal worker? Youre a team player. You take pride in what you do and have a mindset of Im all in when you do it. You know when to take action and how to take the areas of your responsibility to the next level - excellence is the name of the game. You know how to read the room and understand the professional environment youre in. About the position This full-time position is based in Tel Aviv and will be Managing our Members' processes and accounting. Your day at our company. With all the relevant experience and extra-motivation, you go above and beyond to keep our members satisfied and manage accurate books recordings. From bank reconciliation to customer billing, you are a true numbers person and are highly organized. The main responsibilities of an AR specialist at our comoany include (but are not limited to):
* Responsible for performing billing and collections for our company Israel locations
* Assist and support the finance team and operation department in the company with variety of tasks
* Proven ability to review invoices and payments on accounts and demonstrate good Judgement in resolving discrepancies and cleansing data
* Support and service members with various financial requests
* Participating in monthly closing processes
* Maintaining members' records in SAP B1 and salesforce
* Support the AP department in Recording invoices in Dokka.

we are seeking an Administrative Specialist to join our Global Administrative Specialist program team. This role will support complex and high-volume calendaring, travel planning, and expense reporting for a number of leaders. Administrative Specialists provide remote support to leaders across the Company and its locations. This is a full time position.
Administrative Specialist Responsibilities
Provide distributed high-volume calendaring, travel, and expense support
Provide Administrative services during designated support hours
Manage complex calendars for multiple leaders
Schedule internal and external meetings for multiple leaders
Schedule and manage recurring and ad-hoc meetings and room bookings across campuses
Learn and utilize internal and external tools to provide calendar support
Establish ongoing relationship and communications with leaders to learn business priorities and apply to support
Partner with leaders and other Administrative Assistants for meeting coordination
Provide proactive time management recommendations to leaders
Coordinate domestic and international travel arrangements via Concur
Prepare and submit corporate card expense reports
Maintain program scope of support within agreed-upon service level agreements
Educate and inform leaders on program goals, scope and service level agreements
Draft and send communications to leaders about transitions or changes in support
Provide coverage support for Admin Specialist colleagues
Collaborate with global Admin Specialist colleagues on best practices and knowledge sharing.

We are looking for a Community Manager.
Our Community team is an integral part of our business with the mission to enable our members to create their lifes work.
As a Community Manager, you will be required to report to the building you manage each day and will be the owner of the Member Experience, Operations, Sales and the Team.
You will also be responsible for ensuring we are meeting our members needs and our global and local standards and targets on member experience satisfaction.
In this role, your responsibilities will Include, but wont be limited to:
Membership Engagement & Retention:
- Assume ownership and manage the relationship with key accounts within the building(s) you oversee.
- Ensure all accounts within your building(s) have an assigned point of contact.
- Resolve issues of complexity as escalated to you.
- Monitor the Medallia (member feedback) escalation process to ensure alerts are being properly addressed and the right solutions are found.
- Be accountable for Net Promoter Scores, overall member satisfaction and member retention.
- Review Net Promoter Scores and member satisfaction results regularly to set KPIs and implement building-specific plans.
- Lead building site tours for VIPs as needed.
- Review invoices of flagged accounts and submit corrections to the Billing team.

We are looking for a Community Associate.
As a Community Associate, youll be the primary point of contact for the Community and act as the face of WeWork! You will report to your building each day to support the Community Management team to achieve the following:
Build a welcoming and collaborative community environment amongst our members through events and building relationships between members!
Ensure that your building is fully operational and processes are running efficiently.
Drive growth and promotion of WeWork-provided service offerings.
Take direction from the Community Lead and the Community Manager to support the Community Team and members as necessary.
All of this while illustrating WeWorks core values and working towards achieving our mission.

Responsibilities:
Work closely with the VP R&D on daily priorities.
Manage an extremely active calendar of appointments and commitments.
Research, prioritize, and follow-up on incoming issues and concerns addressed to the VP R&D, including those of a sensitive or confidential nature.
Plan, coordinate, and ensure the schedule is followed and respected.
Build, manage, and track the R&D department budget.
Arrange complex and detailed business travel plans, itineraries, and agendas Lead projects inside the R&D department and support projects across the company.
Prepare executive materia- e.g presentations and spreadsheets.
Lead and organize internal R&D events.
Create a positive and creative work environment.