Admin Assistant

Role Overview

• As an Office & Operations Coordinator within the PlayDigital organization, you will play a key role in ensuring efficient day-to-day operations of the Belgrade studio. You will support employees, coordinate administrative processes, and collaborate cross-functionally with Finance, HR, Operations, and external partners to maintain accuracy, compliance, and operational excellence.

Key Responsibilities

Employee Administration & Office Support

• Provide day-to-day administrative support to employees and management
• Maintain employee records, data, and internal systems
• Coordinate private and mandatory health insurance processes
• Track vacations, sick leave, and absence records
• Prepare official documentation, confirmations, and internal communication
• Manage visitor access and office coordination
• Collaborate with Finance on documentation, purchase orders, and payments

Travel, Mobility & Visa Support

• Coordinate international business travel through approved agencies
• Prepare travel itineraries and supporting documentation
• Manage visa application documentation and submissions
• Arrange travel insurance and ensure compliance with policies

PlayDigital Operations Support

• Track employee time allocation across projects and games
• Prepare operational and financial reports based on working hours and allocation.
• Act as a coordination point for operational queries across departments
• Support teams in resolving administrative and operational challenges
• Support Producers, Leads, Management, and Department Heads regarding documentation and reporting.

Reporting, Data Accuracy & Compliance

• Monitor and reconcile data across Clarity, Excel, and internal systems
• Ensure accuracy of overtime reporting and approvals
• Identify discrepancies and drive resolution with stakeholders
• Prepare reports for Finance and leadership teams

Office Logistics & Facilities Coordination

• Coordinate workspace allocation, office moves, and seating changes
• Track equipment, furniture, and workplace needs
• Liaise with building management and vendors for maintenance and repairs
• Manage parking allocation and tracking

Licensing & Administrative Tracking

• Maintain records of licenses and compliance-related data
• Track renewals and ensure timely updates
• Support PlayDigital administrative processes

Event & Engagement Support

• Support organization of internal events, team buildings, and meetings
• Coordinate logistics including venues, travel, and vendors
• Ensure proper documentation, approvals, and budget tracking

Requirements

• 3+ years of experience in administrative, office coordination, or operations roles
• Strong organizational skills and attention to detail
• Excellent communication and stakeholder management abilities
• Ability to work in a fast-paced, multinational environment both from home and office.
• Proficiency in Microsoft Office (Excel required)
• Experience with SAP, Clarity, JIRA, any art, video, presentation or similar tools is a plus
• Experience with AI usage in Office and Management world is a big plus.