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