Office & Operations Coordinator

We are seeking a proactive and detail-oriented Office & Operations Coordinator to support the day-to-day operations of our Sweden office. In this onsite role, you will act as the central point of coordination across Facilities, IT, OHS, HR, Finance, and compliance-related activities, helping ensure a safe, efficient, and well-organized workplace.

Requirements

2-3 years of experience Customer-focused mindset with a commitment to delivering a high-quality employee and visitor experience Experience supporting office operations within a corporate or IT services environment preferred Fluent in Swedish and English, both written and spoken Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook Ability to effectively coordinate multiple activities, priorities, vendors, and service providers simultaneously Excellent communication, interpersonal, and problem-solving skills High level of professionalism, integrity, ownership, and initiative Responsibilities: Facilities & Logistics Management Manage front office operations, including visitor management, ID card administration, and support for VIP visits Coordinate meetings, events, guests, courier, office supplies, and transportation Coordinate housekeeping, maintenance, repairs, and overall facility upkeep Coordinate access control, CCTV, security, and alarm-related activities Support heating, cooling, and other infrastructure-related activities Support FLM procurement activities, PRs, facility audits, and employee exit clearances IT Coordination & Asset Management Coordinate the allocation, deallocation, tracking, and inventory management of IT assets and equipment Coordination with Central team (Munich) for any IT related issues Coordinate with external vendors and service providers for hardware maintenance, warranty claims, and related IT support activities Occupational Health & Safety (OHS) Coordinate with external OHS service providers to support workplace health and safety requirements Electrical Compliance Coordinate with the responsible electrical person for electrical maintenance, inspections, testing, and DGUV compliance activities Coordinate with employees and external vendors for electrical safety training, maintenance, corrective actions, and other related activities Maintain electrical-related schedules and records, and support energy monitoring and implementation of safety measures as advised by the responsible electrical person Finance Coordinate the sharing of invoices and financial documentation with relevant stakeholders Facilitate communication of finance-related correspondence with offshore stakeholders HR Support employee onboarding coordination (joining formalities) Share and track HR-related documentation and communications

Skills: Administration