Office Administrator

We’re excited to be looking for an Office Administrator to join our team in Kaunas, Lithuania. In this role, you will be at the heart of Dematic Lithuania, providing essential support to the team, keeping office operations running smoothly, and helping the team stay organized, connected, and efficient every day.

If you enjoy working with people, are naturally curious and proactive, and love keeping things moving in a fast-paced environment, we’d love to speak with you.

We offer:

• Global opportunities that help you grow beyond borders.

• Environment where you work with diverse, forward-thinking, and internationally connected teams.

• Access to LinkedIn Learning platform and internal talent development programs to encourage and support your professional and personal development.

• Hybrid work model with a modern workspace in Kaunas (Kauno Dokas).

• Additional Health Insurance and Pension Accumulation.

Learn More Here: https://www.dematic.com/en-gb/about/careers/

The monthly pay range for this role is estimated to be €1600-2200 gross (final compensation will be determined based on your competencies and experience).

Tasks and Qualifications:

What will you do in this role?

• Provide day-to-day administrative and secretarial support to the local manager and all Dematic teams in Lithuania.
• Support project execution teams with working time declaration and monthly reporting.
• Keep and update personnel and financial records, validate time-keeping records, handle travel logs and related documentation.
• Record holidays, absences, and ensure return-to-work documentation is completed.
• AdministerlocalHealth & Safetysystem and related documentation portal.
• Support the local team, HR and Global Mobility with visa applications, work permits, job site access, and travel declarations to ensure compliance with legal requirements for posted workers.
• Arrange business travel for the team (flights, hotels, transfers, car hire, etc.) while following company travel policies and cost recommendations.
• Book courier services, catering, and lunches for meetings or visiting guests.
• Help organize team events, internal and external meetings, and other office gatherings.
• Maintain office systems (filing, printing, communication tools), keep stationery and essential work clothing / PPE stocked.
• Oversee office facilities and make sure all health and fire safety requirements are followed. Liaise with local suppliers and building service providers for ongoing facility needs.
• Manage company credit card expenses for the local branch, ensuring purchases follow policy, costs are controlled, and expense reports are completed accurately in timely manner.
• Collect and share local updates and news for company briefings and internal communications.

What are we looking for?

• Educated to degree level (bachelor’s degree or higher) in Business Administration, Economics or related discipline.
• Experience in an office environment and administrative tasks is desirable, but not essential.
• Strong proficiency in MS Office (Word, Excel, Outlook, PowerPoint).
• Strong attention to detail, with the ability to maintain accurate records and handle confidential information.
• Excellent written and verbal communication and interpersonal skills, with a collaborative mindset and a genuine enjoyment of working with people.
• Ability to work independently, take initiative and proactively find solutions.
• Organised and detail-oriented approach.
• Ability to manage multiple priorities effectively.
• Full working proficiency in Lithuanian and English.

Bonus points if you have:

• Experience working within the international environment.
• Experience organising business travel.
• Familiarity with local Health & Safety regulations.
• Familiarity with Lithuanian labour regulations and basic accounting rules.