Vilnius is a city that thrives around the clock, and nightlife is an important part of its cultural and economic life. The Vilnius Night Office works to create a city where culture, good neighbourly relations, nightlife, and quality of life coexist and reinforce one another.
We are currently looking for an Office Operations Coordinator to ensure the smooth day-to-day functioning of the organisation. The role involves office administration, document management, information gathering, public procurement processes, supporting the team, and coordinating daily operations.
This position is ideal for someone who enjoys organisation, works accurately, and feels comfortable managing documents and administrative processes.
Key Responsibilities
1. Office Administration
- Ensure the smooth day-to-day operation of the office and coordinate internal processes.
- Prepare organisational documentation, including official correspondence, procedures, regulations, meeting minutes, and other administrative materials.
- Manage and archive documents in accordance with established requirements.
- Ensure the office is supplied with the necessary equipment and services.
- Coordinate inventory processes.
- Organise business travel, including documentation, bookings, and travel arrangements.
- Take minutes during meetings and internal discussions.
- Coordinate and oversee office maintenance and renovation works.
2. Public Procurement
- Participate in public procurement processes, including needs assessment and document preparation.
- Prepare and submit documentation through public procurement systems (CVP IS, SABIS, EcoCost).
- Draft, administer, and manage contracts.
- Communicate with service providers and suppliers.
- Process and administer invoices.
3. Additional Responsibilities
- Collect and organise data related to the night-time economy.
- Conduct information gathering and basic research.
- Support the implementation of EU-funded projects through documentation and administrative assistance.
- Welcome visitors and guests to the office.
- Manage the organisation’s main email inbox.
- Coordinate the event booking system and respond to enquiries.
- Assist in organising Vilnius Night Office events and activities.
- Provide administrative support to the team and management as needed.
Requirements
- University degree.
- At least two years of experience in office administration or a similar role.
- Experience with public procurement processes is considered an advantage.
- Excellent written and spoken Lithuanian and English (minimum B2 level).
- Strong administrative writing and document management skills.
- High level of accuracy, responsibility, and organisational ability.
- Experience working in the public sector is an advantage.
- Category B driving licence is an advantage.
Why Join Us?
- Additional private health insurance.
- Office located in the heart of Vilnius Old Town.
- Free public transport within Vilnius.
Salary
From €2,000 gross per month, depending on experience and qualifications.
Join the Vilnius Night Office and help support the development of one of Europe’s most innovative urban nightlife initiatives.
Applications can be submitted via the application link.
