דרושים » אדמיניסטרציה » Front Office Administrator

We are looking for a highly organized and proactive individual to join our dynamic team as an Office Manager. This is a multifaceted role that combines administrative, organizational, and welfare responsibilities, supporting both office operations and the Founders day-to-day needs.

Key Responsibilities:
Personal Assistant to CTO: Manage the CTO calendar, schedule meetings, and ensure that all appointments are prioritized and efficiently handled.
Assist with travel arrangements, including booking flights, accommodations, and itineraries.
Office Manager:
Oversee day-to-day office operations, ensuring a smooth and efficient work environment.
Manage office supplies, equipment, and ensure the office is well-maintained.
Assist in planning and coordinating company events, meetings, and other activities.

]We are looking for a high-energy, self-driven professional Office Admin to join us!
Responsibilities
Serve as the first point of contact for employees and visitors, welcoming and assisting guests, candidates, and vendors.
Oversee day-to-day office operations, including ticket support, mail handling, managing orders and supplies, and maintaining inventory.
Manage relationships with suppliers, including contracts, order processing, payments, and invoice tracking.
Assist in planning and executing internal and external events, such as team socials, holiday celebrations, and wellness activities, while supporting HR with onboarding, offboarding, and training.
Act as the point of contact with building management, coordinating parking, maintenance, and office logistics.
Provide administrative support and handle ad hoc tasks for other departments as needed.

We are looking for an Office Manager to become an integral part of our company, ensuring smooth and effective operations.

If you are a people person, can handle multiple tasks efficiently, is well-organized, and has a positive, can-do mindset, youll be an ideal candidate for this role.



Responsibilities:

Provide executive administrative support to the company management level; manage the calendars, reply to scheduling emails, arrange the office for important meetings.
Full ownership of the front desk activities. Greet, assist, and direct interviewers, visitors, and employees.
Provide general support to our as needed.
Ownership of all aspects related to our day-to-day office operations such as: supply management, delivery and vendor handling, welcoming guests and maintaining our kitchen and snacks.
Serve as the primary point of contact for internal and external stakeholders, providing excellent customer service.
Handle all aspects of company welfare, projects, team events, and gifts (with guidance of the Employee Experience Manager).
Work closely with the finance department with various finance processes, such as procurement procedures and invoices.
Maintain a comfortable and positive workplace atmosphere for all employees and ensure the office work environment is kept organized to a high standard.

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 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 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 This full-time position is based in Israel, reporting directly to the Regional Operations Lead. 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. Responsibilities
* 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

We are looking for a Facilities Manager to join us at our Tel Aviv offices.
WHAT YOULL DO
Manage and oversee the day-to-day functioning of the two Tel Aviv offices, including coordinating with the cleaning team, ensuring the aesthetics of office spaces and meeting rooms.
Establish and maintain high standards for operational processes, ensuring efficient use of resources, cost management, and proactive problem-solving.
Managing orders for office supplies, equipment, and other essentials necessary for daily office operations.
Working with maintenance for various tasks such as repairs, routine maintenance, dealing with construction issues, etc.
Handling payments, invoicing, office expenses, and reports efficiently.
Manage parking permits and payments.
Build and maintain strong relationships with vendors.
Coordinating with cross-organization departments on office-related matters.

Were growing rapidly, and theres never been a better time to shape the employee experience and redefine what office management looks like. Were looking for a dynamic, proactive individual to join our team and play a key role in creating a positive, engaging, and productive work environment.
Responsibilities
Office Management Responsibilities:
Oversee daily office operations, including groceries, supplies, and ensuring smooth day-to-day functioning.
Manage office cleaning services and maintenance to maintain a clean, organized, and efficient workspace.
Liaise with suppliers and vendors to meet office needs and ensure timely deliveries.
Monitor and replenish office supplies as needed.
Employee Experience Responsibilities:
Play a critical role in shaping our company culture and strengthening the values that define who we are.
Plan and coordinate company events, "Happy Hours," team-building activities, holiday celebrations, and personal milestones (birthdays, weddings, births, etc.).
Manage and track the welfare budget, ensuring cost-effective decisions without compromising the employee experience.
Develop and launch initiatives that foster employee engagement, boost morale, and strengthen our sense of community.
Stay updated on industry trends and best practices in employee experience and welfare, bringing fresh, creative ideas to continuously enhance our culture.
Serve as a point of contact for employees on welfare-related matters.

a rapidly growing medical technology company revolutionizing hematology and cell morphology analysis. Our mission is to facilitate quicker, earlier detection and diagnosis of blood-related diseases, ultimately leading to improved patient outcomes. At Labs, every team member plays a crucial role in our life-saving mission.

About our technology
has developed a groundbreaking digital imaging platform utilizing innovative computational photography and clinical-grade AI. This platform automatically analyzes blood samples at the highest resolution available and delivers results within minutes. Our Full-Field Peripheral Blood Smear Application has received FDA clearance, and our technology is currently in commercial use across hospitals and labs in the US, Europe, and Israel.

What youll be doing
We are seeking a skilled Projece Manager & Jira Administrator to manage and enhance our Jira environment. Your primary responsibilities will include version-release documentation and implementing and maintaining Jira changes. This role requires close collaboration with the QMS team and will involve periods of intense activity, particularly during version releases from R&D.

Your responsibilities will include:
Maintaining, configuring, and administering Jira across multiple projects
Creating all version release documentation for all company released products
Reviewing and optimizing Jira queries (JQL) and scripts (ScriptRunner add-on)
Developing and managing Word export templates from Jira
Working with the Structure add-on to enhance project organization and reporting
Engaging with Jira support and community to troubleshoot and improve functionality
Assisting with integrations and collaboration tools such as Monday.com and Smartsheet
Providing support during peak release periods, ensuring documentation is updated and Jira configurations align with R&D and QMS requirements
This is a part-time job, requiring approximately 20 hours per week

As an Operations Manager, you will play a significant role in supporting and developing processes at Bank esh IL, from the initial stages of building and outlining processes to execution. Your work will enable our Bank to grow efficiently and methodically, achieving its targets and objectives.

Responsibilities:
Assist the Head of Operations in executing tasks, processes, decisions, and plans within esh Bank IL.
Take full ownership of the end-to-end procurement process, including supplier agreements (professional, commercial, and contractual aspects) with an emphasis on regulatory compliance.
Lead operational tasks at the Banks headquarters.
Write, implement, and audit relevant procedures.
Monitor work plans and budgets.
Support the bank's operational systems and address operational requirements.
Develop and maintain an annual operational work plan, track progress, and provide regular updates to management.
Manage all equipment and property.
Manage cross-organizational and banking projects, providing solutions, removing roadblocks, creating Project Gantt charts, and summarizing meetings.
Manage project timelines, considering pre-planning, execution, and bank routines.
Work effectively with multiple interfaces.
Prioritize and manage multiple tasks efficiently in a fast-paced environment.
Writing business requirements for product characterization.

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 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 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 We are looking for an exceptional Regional Sales & Operations Manager to take full ownership of two flagship Mindspace locations in central Tel Aviv This is not just a site management role — it’s a business leadership position with end-to-end accountability over revenue growth, profitability, and team performance. You will lead cross-functional teams spanning sales, operations, and community experience, driving commercial success while delivering an outstanding member experience. Reporting directly to the City Lead, you will act as the P&L owner, sales strategist, and operational head of both locations. You will build and mentor a high-performing team, sharpen processes, and shape the commercial trajectory of your units. For ambitious leaders, this role offers fast-track career growth within Mindspace, a global company operating across 7 countries. Top performers in this role have advanced to lead larger regional portfolios, support global markets, and even relocate internationally.

we are looking for an Administrative Assistant to join us!
The Administrative Assistants team is responsible for managing the schedules and communications of key executives . The team prioritizes emails and phone calls and arranges meetings, business events and travel.

* Please note - the first stage of the recruiting process is a digital interview

Key Responsibilities
Providing administrative assistance to the executive level management
Meeting coordination and scheduling
Coordination of business trips, including agendas and visits abroad
Monitoring and filtering phone calls
Mail and e-mail monitoring and filtering
Support management and company events i.e. external visits, management and board meetings
Follow up on action items