Office Manager - Workplace Experience

Company Description

We’re Checkout. com . You might not know our name, but companies like eBay, Spotify, Klarna, Uber, and Sony do, because we’re behind many of the digital experiences you use every day.

We are where the world checks out, enabling over 10 billion transactions yearly for more than one billion global shoppers.

Whether you want to book a holiday, order food, renew a subscription, or check out online, there’s a good chance our tech powers the payments behind the scenes. Our platform helps the most ambitious businesses deliver effortless digital experiences, at scale.

If you want to do career-defining work, you’ve come to the right place. We move fast, think globally, and believe great teams are built by hiring exceptional people with conviction, curiosity, and the desire to make an impact.

With 20 offices across six continents and London as our HQ, we’re shaping the future of fintech – and we’re just getting started.

We are actively seeking a highly motivated and enthusiastic Office Manager/ Workplace Experience to manage our office in Tallinn.

You will take care of the smooth running and general happiness of our offices and colleagues, with a ‘can-do’ attitude, always thinking two steps ahead. Passion and enthusiasm will be key, driving forward new processes and procedures as we continue to scale.

Key Responsibilities

• Office operations and facilities: manage the day-to-day workplace experience and operational readiness of the Tallinn office; coordinate office fit-outs, space planning, seating, meeting rooms and facilities improvements; oversee catering, hospitality, visitor processes, physical access, parking, security communications and office services; respond to workplace issues and coordinate timely resolutions, keeping colleagues and stakeholders informed. Partner with regional People Team, Workplace, IT, Finance and Procurement, managers and site leaders to deliver consistent employee experiences.
• Vendors and suppliers : build effective relationships with landlord and suppliers and help ensure services meet agreed expectations; manage workplace suppliers and service providers, including contracts, renewals, purchase orders, invoices, performance and issue resolution. Support contract and vendor discussions, including service reviews and negotiations where needed. Oversee catering and hospitality (including breakfast, lunch, groceries, dietary requirements, menus, ordering, delivery coordination and service feedback); coordinate cleaning, deliveries, logistics and catering services (including breakfast and lunch programmes).
• Events and employee experience : own the Tallinn office events calendar, plan and deliver office events, offsites, seasonal celebrations, engagement, wellbeing and recognition initiatives. Support All Employee Meetings (global and local), organise initiatives that help colleagues connect and enjoy a welcoming office environment, support community and club activities; coordinate workplace wellbeing and perk initiatives, including the massage schedule, library, marketplace. Support onboarding, offboarding and cross-site employee logistics, including access, workstations, equipment, deliveries and welcome materials.
• Health, safety and compliance: support health & safety, emergency readiness, occupational health, ergonomics, sustainability and environmental workplace initiatives (including support the office BCP (Business Continuity Plan) and Office Incident Management procedures; coordinate first-aid arrangements, fire marshal responsibilities and emergency training; help maintain a safe, compliant workplace and escalate risks or incidents promptly)
• Policies and communication: maintain office playbooks, guidance, calendars, digital signage, trackers and operational documentation. Provide practical guidance on Working from Home and Work From Elsewhere arrangements in line with company policies; coordinate holiday and leave coverage communications for the office; communicate clearly and consistently so colleagues know what is happening and where to get help.
• Budget ownership: own workplace budgets, forecasts, spend tracking and budget-versus-actual reporting across local and regional activities for office operations, setup and workplace projects; look for practical ways to improve service quality and use resources responsibly, help introduce and improve processes as the Tallinn office and the wider business continue to grow.

About You

• Demonstrable experience as a Workplace/Facilities management professional in a fast-paced, global start-up environment #athletemindset
• Proven experience managing complex building operations
• Solid understanding of building compliance and relevant legislation
• Intermediate proficiency with google suite
• Great interpersonal skills and ability to interact and communicate with influence #talkstraight
• Proactive and solutions focused with a #customer mind to create the best experience possible
• Attention to detail and strong organizational skills to #betheowner on your daily tasks and projects
• Strong vendor / contract management and negotiation skills to help our business to #runlean
• Ability to handle administrative details independently while exercising good judgment in keeping team members and stakeholders informed
• Hands-on, always ready to roll up your sleeves and go above and beyond for our #oneteam
• Excellent written and communication skills
• Fluency in Estonian and English

Additional Information

Bring all of you to work

We create the conditions for high performers to thrive, through real ownership, fewer blockers, and work that makes a difference from day one.

Here, you’ll move fast, take on meaningful challenges, and be recognized for the impact you deliver. It’s a place where ambition gets met with opportunity, and where your growth is in your hands.

We work as one team, and we back each other to succeed. So whatever your background or identity, if you’re ready to grow and make a difference, you’ll be right at home here.

It’s important we set you up for success and make our process as accessible as possible. So let us know in your application, or tell your recruiter directly, if you need anything to make your experience or working environment more comfortable.

Life at Checkout. com

We understand that work is just one part of your life. Our hybrid working model offers flexibility, with three days per week in the office to support collaboration and connection.

Curious about what it’s like to be part of our team? Visit our Careers Page to learn more about our culture, open roles, and what drives us.

For a closer look at daily life at Checkout. com , follow us on LinkedIn and Instagram