Delivery Coordinator - Estonia

About the Position

Phenomenon Studio is a boutique product design and development agency founded in 2019. We work with teams who’ve outgrown what they’ve built - from venture-backed startups to established market leaders - and own the work end to end: strategy, design, development, and post-launch.

Our Estonian entity is growing, and we're looking for someone to become its operational backbone - owning delivery documentation, reporting, office and vendor administration, and support for the management team. This is not a project role, but a consolidation of administrative work currently split across several people into a single owner.

Advantages of the Role

• Flexible hours: you agree the schedule with the manager, core overlap only.
• Broad scope: operations, documentation, finance support, and HR admin in one role - strong base for growing into Office Manager or Project Coordinator.
• Small team, direct access to management, visible impact.
• Full-time conversion possible as the entity grows.

Responsibilities

• Maintain project documentation: contracts, SOWs, change requests, acceptance acts - filing, versioning, signature tracking.
• Prepare weekly and monthly delivery reports (timesheets, utilisation, status summaries) for management.
• Coordinate meeting schedules, minutes, and follow-ups for the management team.
• Handle correspondence with local vendors, the accounting provider, and public authorities; track incoming documents and deadlines.
• Administer office and equipment logistics: supplies, deliveries, access, inventory.
• Support onboarding of new employees: paperwork, accounts, workplace setup.
• Keep internal knowledge base and templates up to date in Confluence.
• Support the recruitment process administratively: scheduling, candidate correspondence, records.

Requirements

• 1+ year in an administrative, coordination, office management, or back-office role.
• Confident with spreadsheets - able to build and maintain a recurring report without supervision.
• Accuracy with documents and deadlines; you notice a missing signature before someone else does.
• English B2+ and Estonian B1+ - local documents, vendors, and authorities are in Estonian.
• Based in Estonia with the right to work; able to be in Tallinn 1–2 days per week.

Nice-to-Have

• Experience in an IT company or professional services firm.
• Basic understanding of Estonian employment or accounting documentation.
• Experience working with e-MTA or the Estonian e-Business Register.
• HR-administration or recruitment-coordination background.

Working Conditions

• Employment contract with our Estonian entity, Tallinn.
• Paid vacation accrued pro rata for the period of employment, and public holidays as established under Estonian law; paid sick leave.
• Equipment provided.
• English language and training support.

About the Company

Phenomenon Studio is a boutique product design and development agency founded in 2019. We work with teams who’ve outgrown what they’ve built - from venture-backed startups to established market leaders - and own the work end to end: strategy, design, development, and post-launch.

The team of 70+ senior specialists is based in Europe, with entities in the USA, Estonia, and Switzerland, serving SaaS, fintech, healthcare, and EdTech. Across 120+ launches, clients have raised $500M+. Phenomenon is HIPAA-compliant, Nielsen Norman Group UX certified, and a Webflow Experts partner, holding a 5.0 rating on Clutch - and most clients come back for a second project.