Office Coordinator; part-time

Office Coordinator (Part-Time)

Vienna, Vienna, Austria

At Too Good To Go, we have an ambitious mission: to inspire and empower everyone to fight food waste together. More than ⅓ of all food produced in the world is wasted, and 10% of greenhouse gas emissions come from food waste and loss.

Our marketplace app connects businesses with surplus food, with consumers who buy it at around ⅓ of the retail value. We are a certified B-Corp, who are growing fast - with a community of 133 million registered users and 261,000 active partners across 21 countries. Having already saved 517 million meals worldwide, we now need you to help us drive further success across Australia.

We're looking for an outstanding Office Coordinator to join Too Good To Go's team in our Vienna office.

Alongside managing our local workspace, you will also provide remote administrative and operational support to our Swiss office. This is a fantastic opportunity to collaborate across teams, streamline regional workflows, and ensure our Swiss colleagues enjoy the same seamless, organised office experience from afar. This role is a part time role, working 24 hours per week.

The Office Coordinator plays a central role in cultivating a welcoming, functional, and inspiring environment for the entire Too Good To Go team. This position is responsible for the seamless day-to-day operations of our office, ensuring that it is a space that supports our work, reflects our values, and brings people together.

As the central point of contact for all office-related matters, this role will ensure our workspace runs as smoothly as possible. The ideal candidate is part operations manager, part event planner, and a people person, with a keen eye for detail and a passion for creating a positive atmosphere.

Key Responsibilities

• Office & Reception Management:
  Take full ownership of the Too Good To Go office and reception area. This includes serving as the first point of contact for all visitors and guests, managing incoming and outgoing mail and deliveries, and ensuring the office and meeting rooms are always neat, inviting, and fully prepared for daily use.
• Operations & Budgeting:
  Manage daily office life by overseeing a range of administrative and financial tasks. You'll be responsible for ordering office supplies, managing weekly grocery orders, and handling all related expenses, budgets, and invoice approvals. You will provide input to Country Director in the forecasting process for costs such as IT and office space. You will be the point of contact to process incoming office invoices for payment, ensure proper coding and sending them for approval.
• Employee Support & Onboarding:
  Act as a daily resource for the team and the face of P&C in the local office. This will include coordinating lunch orders and managing parts of the employee on and off-boarding process in collaboration with the Global P&C team, which could include gathering documents for payroll, or setting up laptops.
• Gifts & Merch:
  You will be responsible for managing company merchandise for new joiners, including budget management and orders. You will also be responsible for any additional gifts run in market.
• Hardware & Phone management:
  You will be responsible for procuring, distributing and managing the inventory of all IT equipment and mobile phones. In addition, you will handle phone subscriptions for staff if required. In addition, you will be responsible for any other physical requirements of employees for the office such as access cards and keys.
• Event Planning & Engagement:
  Plan and execute a variety of company events and celebrations, from Shareback volunteering to larger gatherings like summer and end of year parties. This also includes organizing staff gifts to celebrate key milestones and achievements, supporting TGTG visitors to the office, and organising local and global Townhall viewings. You will also work closely with the DEI Taskforce in your market to organise any local DEI activities, and drive social activities in your market.
• Facilities & Vendor Relations:
  Serve as the primary contact for all office-related agreements and services. You will liaise with the landlord,…