Facility Specialist

About Kuoni Tumlare

At Kuoni Tumlare, we deliver truly inspiring and innovative solutions and experiences that create value both for our Partners and Society at large. Our wide portfolio of products and solutions is built on 100+ years of destination management experience.

Our solutions include series tours, technical visits, educational tours, Japanspecialist travel consulting, as well as meetings, incentives, conferences, and exhibitions. Our product portfolio includes MyBus excursions at destinations as well as guaranteed departure tours devised and delivered by our Seat-in-Coach specialists, Europamundo (EMV) and MyBus Landcruise.

We cater to a wide range of customer needs in close collaboration with our trusted suppliers and powered by our team of destinations experts - enabling us to make a real difference to the world.

About the Function

Our global Finance function acts as a driver of integration across our businesses, operating across four central principles: global Finance functions provide subject matter expertise; local finance ensure operational execution according to local requirements; global process owners for are in charge of standardization & optimization; and the St. Petersburg Finance hub performs transactional finance activities.

About the Role

We are seeking a highly organized, proactive, and detail-oriented Facility Specialist to oversee daily administrative operations and ensure the smooth running of our office. As a key member of the team, you will play a vital role in maintaining a productive, efficient, and welcoming workplace environment.

Key Responsibilities 

Office Administration

• Manage day-to-day office operations and act as the first point of contact for staff and visitors.

• Handle incoming and outgoing post and courier deliveries.

• Responsible for overseeing the kitchen area to ensure cleanliness, organization, and adequate supplies.

• Maintain office supplies inventory and place orders as needed.

• Coordinate repairs and maintenance for office equipment and facilities.

• Manage ad hoc purchases (office furniture, tech equipment, snacks, etc.).

• Organize and maintain physical and digital filing systems.

Onboarding Support

• Assist with onboarding new employees, including workspace setup, access cards, alarm codes, parking.

• Maintain employee records and ensure compliance with company policies (IT assets handover).

• Internal communications.

• Create and maintain internal office documentation (e.g., office guides, vendor lists).

• Support management with miscellaneous administrative tasks as requested.

Finance & Procurement Support

• Process invoices, expense reports, and petty cash.

• Suppliers/vendor management for Tallin office.

• AP payments handling, AX/D365 postings (info for account, cost centre, VAT, approval etc is provided by local finance).

• Saving invoice & approval info to scanned invoices database.

• Liaise with finance or accounting departments for monthly reporting.

• Bank reconciliation: bank balance in AX vs bank statement.

• Manage vendor relationships and contract renewals.

Meeting and Event Coordination

• Schedule and coordinate internal meetings, including booking rooms, catering, and equipment.

• Organize company events, team-building activities, and staff celebrations.

• Book travel arrangements and accommodations for staff or guests.

Health, Safety & Compliance

• Ensure the office complies with local workplace safety, health regulations and documentation.

• Act as the point of contact for building management with Mainor Ülemiste and Pristis, fire safety, and service vendors (cleaning, maintenance, IT support).

To Succeed in the Role, You Should Have:

Qualifications:

• Proven experience as an Office Manager, Administrative Manager, or similar role.

• Excellent organizational, multitasking, and time-management skills.

• Strong written and verbal communication skills in English and Estonian.

• Proficiency in MS Office (Word, Excel, Outlook, Teams, ); familiarity with office management tools (e.g. MS Office Workspace, Planner, or similar platforms) is a plus.

• Ability to handle confidential information with integrity.

• Experience supporting HR or finance departments is a plus.

Education & Experience:

• Bachelor’s degree in business administration, Management, or a related field (preferred).

• 2+ years of experience in office management or administrative roles.

We Are Looking for a Person With:

• Structuring and organizational skills.

• Strong communication and influencing skills at all levels of the organization within clearly defined levels of authority.

• Strong prioritization skills.

• Outstanding attention to detail and awareness to change.

• Ability to work under pressure and comfortable operating with some level of ambiguity and change.

• Energetic and enjoys taking on challenges.

• Keen on learning new things and digging into new and unfamiliar topics.

• Proven ability to build strong internal relationships using an open and consultative approach.

• Reliable and independent working attitude.

What We Offer:

• Nice office in Ülemiste City

• Health insurance covered by the company and 3 paid by the company health days per year (after probation time).

• Service leave days according to seniority.

• Different training and self-development activities.

• Career development opportunity within the Group.