Website Magic Spark
Job Summary : Office Manager
| Detail | Specification |
| Role Title | Office Manager |
| Company | Magic Spark |
| Employment Type | Full-Time |
| Location | Tallinn, Estonia |
| Reporting Line | Reports directly to the CEO |
| Scope of Leadership | Full oversight of studio operations, office administration, and facilities |
| Core Mission | Keep the studio running seamlessly so the team can focus entirely on creating great games |
| Key Focus Areas | Day-to-day operations, vendor management, light people-ops, and studio culture maintenance |
About Magic Spark
At Magic Spark, we believe that extraordinary creative work thrives in an environment where people feel supported, valued, and inspired. Operating out of our studio base in Tallinn, Estonia, we bring together passionate talent to build high-impact interactive gaming experiences. Our culture values autonomy, collaboration, and mutual care. As our Office Manager, you will serve as the connective tissue that keeps our workspace organized, welcoming, and operating at peak efficiency.
About the Role
Keep the office running so nobody else has to think about it. As our Office Manager at Magic Spark, you will manage supplies, keep the workspace clean and fully functional, handle deliveries, and resolve minor issues before anyone even notices them. Good office management is invisible when it works and immediately obvious when it fails.
Own day-to-day operations end-to-end. From vendors, invoices, software subscriptions, and tools to overall logistics, you are the reliable force ensuring that bills are paid on time, licenses remain active, and the studio is fully equipped.
Obsess over the details. You will track everything, prevent dropped tasks, and spot blockers early. Vagueness and unorganized workflows slow down the entire studio; your job is to make the administrative side entirely dependable.
Range widely across responsibilities. One morning you might be onboarding a new team member, and by the afternoon you are tracking down an invoice, booking travel arrangements, or planning an upcoming team event. You will comfortably transition from fixing a broken coffee machine to handling a quarterly vendor renewal.
Make people feel taken care of. New hires land smoothly, the physical environment feels great to work in, and everyday frustrations are resolved rapidly. You set the tone that makes coming into the office a pleasure.
Key Responsibilities
- Cross-Functional Communication: Work shoulder-to-shoulder with leadership, finance, and every studio team. Communicate plainly and kindly, both in person and in writing, keeping everyone aligned.
- People-Ops Basics: Coordinate onboarding and offboarding procedures, maintain tidy records, work alongside leadership on hiring logistics, and act as a friendly, trustworthy first point of contact for staff.
- Operational Transparency: Size work honestly, communicate what is on your plate, flag items needing budget approvals or decisions, and surface issues before they turn into emergencies.
- Balanced Process Management: Maintain high standards without introducing bureaucratic friction. Implement just enough structure to keep things reliable without getting in anyone’s way.
- Culture and Morale: Protect the studio culture by organizing events, celebrating milestones, keeping morale high, and championing an ego-free, can-do attitude.
What We Are Looking For
While none of these qualifications are rigid requirements, strong candidates typically bring most of them:
- A proven track record running an office, operations, or administrative function, ideally in a fast-paced setting.
- Serious organizational capabilities: you can juggle multiple tasks simultaneously without letting anything drop.
- Comfort handling financial administration, including invoices, budgets, vendors, and subscriptions, backed by absolute trustworthiness.
- An intuitive instinct for spotting issues before they escalate and taking proactive initiative.
- The flexibility to transition between people-oriented tasks, logistics, and admin without requiring heavy oversight.
- Exceptional warmth, discretion, and approachability when handling sensitive matters.
- Strong self-direction, unblocking yourself quickly and taking full ownership of outcomes.
- Clear written and spoken communication skills in English.
- A genuine care for the people around you and the working environment.
Nice-to-Haves
While not mandatory to apply, any of the following will strengthen your candidacy:
- Previous experience in a game studio, tech startup, or creative, fast-scaling environment.
- Familiarity with HR and people-ops basics, such as onboarding, record-keeping, and leadership coordination.
- Proficiency with operational and financial tools, including spreadsheets, expense software, and project trackers.
- A natural talent for planning team gatherings, events, or travel experiences people genuinely enjoy.
- Experience establishing lightweight administrative systems from scratch.
- A calm demeanor under pressure when managing multiple simultaneous demands.
- Extra versatile skills such as bookkeeping, HR administration, or executive support.
To apply for this job please visit magicspark.studio.