Office Manager

Introduction

We are currently hiring for an Office Manager.

You will report to the Director of Real Estate & Workplace Operations (REWO) based in San Francisco and will be responsible for all operational matters, overseeing the day-to day workplace services and facility operations for our Stockholm office.

You will have direct oversight and responsibility for all workplace operations including workplace preventative maintenance programs, emergency response, guest services, office operations (including snack & beverage programs), events, and miscellaneous real estate and facilities projects. This position requires a high level of customer service, collaboration, self-motivation, and transparency.

Job Responsibilities

• Coordinate and oversee flexible desk reservation protocols as we scale back to work, post COVID.
• All things workplace and facilities: HVAC, janitorial, carpet cleaning, lighting, utilities, and general maintenance.
• Security: Partner with building management on physical security protocols and policies; landlord badge access control.
• Emergency Response: Participate and assist with training and real-life incidents; health & safety.
• Primary oversight and responsibility of our snack/beverage programs; overseeing the budget, driving vendor improvement, and ensuring SLA requirements are met
• Carry out onboarding/offboarding workplace procedures Ï Ensure we’re providing the best customer experience for clients, guests, employees, prospective candidates, and new hires.
• Create and leverage collaborative partnerships among peers and cross functional department leads.
• Communicate with business unit leaders regarding office policy, procedures, and events.
• Updating space planning data & upkeep.
• Gain the necessary office knowledge to become the “go-to” source for information.
• Main point of contact for all building management related activities, communications, and deliverables.
• Partner with location champions and various social committee with planning, coordinating and execution of companywide trainings, meetings, and events (end-of-year holiday parties, on-site activities etc)
• Collaborate with staff, and project manage other miscellaneous workplace initiatives.
• Author and send out necessary workplace communications
• Support REWO Director and Regional Workplace Manager on projects, as needed.
• Provide cover for other EMEA office workplace team members during periods of absences or leaves
• Maintain office supplies and stocks, first point of contact for vendors.
   

Knowledge and Experience

• Fluent in English and Swedish.
• 2 years experience as an office and/or facilities coordinator
• You operate seamlessly in a fast paced, ever-changing environment. Emotional maturity; must possess the ability to switch priorities when needed and maintain grace under pressure
• Self-starter, proactive; works with a sense of urgency,
• Handles self with minimal supervision and always looking for process improvements
• Ability to plan and organize work while managing time with efficiency
• Ability to establish and maintain cooperative working relationships with all levels of the business
• Excellent interpersonal communication skills
• Customer service experience preferred
  People love to come talk to you
• You have a positive, get-stuff-done attitude; people can rely on you.
• Ability to present facts and recommendations effectively in oral and written form
• Sense of humour and ability to have fun, a must!
   

Education

College Degree Preferred

Competencies