Office Coordinator
Adecco Sweden AB / Administratörsjobb / Stockholm
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Solna,
Lidingö,
Sundbyberg,
Danderyd eller i
hela Sverige About the role
As an Office coordinator you are responsible for the full office environment of our clients Stockholm office, including managing all activities and tasks related to the reception desk. You are the first point of contact for all office related questions and a key person for the office and everyone that works here.
In this position you will be offered an inspiring, fun, inclusive and safe workplace within the media industry - where you will have the opportunity to have a big impact on the daily lives of the company 's employees. You will have great colleagues and an office located in central Stockholm and together with team members work towards optimizing the facilities function.
Your key responsibilities and duties will be:
Reception desk
• Meet and greet all guests and employees at the office and handle the switch board
• Managing incoming and outgoing post, ensure that queries and invoices are scanned and allocated to the correct department
• Monitoring daily communications and handle any queries both via email and on site
• Calendar Management
• Maintain the kitchen area and order what 's needed for meetings/lunches at the office
• Training of back-ups to ensure the service during holidays or other absences
• Updating and maintaining procedural documentation
• Responsible for purchasing stationary and other small equipment when needed
• Maintain, remind, file & send absence list to payroll
Invoicing, expenses and vendors
• Ensure on time and accurate payment to all vendors related to facilities
• Investigate and sort out invoice discrepancies with local vendors
• Act as delegate for the Facilities purchases and reconcile expense reports on a monthly basis
Office environment
• Responsible for the look and feel of the office to reflect our culture and business
• Proactively keep the full office space nice and tidy at all times
• Action any improvements or issues with speed and in alignment with Facilities Manager
• Compiling offer requests to Facilities Manager from various vendors upon request
• Coordinate all refurbishments on site
• Plan and coordinate all local events within the given budget
• Coordinate CPR-D and Evacuation training on a yearly basis
• Preform restricted Areas Audits every quarter
• Contact person for Security and IT engineers on site. Assure all required procedures are followed
• Act as super users of conference room equipment
This recruitment process is a collaboration with Adecco. The role is a consultant assignment with starting date as soon as possible with a probationary employment of 6 months. The position is full time and the daily working hours are from 8.30am to 5pm. The work starts immediately when suitable candidate is found. The position is full time and the daily working hours are from 8.30am to 5pm. The work starts immediately when suitable candidate is found.
About you
We are looking for a proactive, structured and flexible person who has the ability to manage different work tasks in parallel whilst upholding the highest level of service and administrative quality towards our employees and external visitors and vendors.
You need to be comfortable in a fast-moving environment with the ability to make your own decisions, always with the office and our employees in focus. We expect you to identify efficiency opportunities, improvement areas and act proactively to ensure the office environment reflects our culture and business.
You see the value created in this role through all tasks, high and low, such as driving projects to improve the office environment, receiving visitors, preparing for meetings, arranging in house events as well as being first point of contact for our vendors, handling invoices, couriers and mail. You will also be a part of our fire, health & safety team and will receive adequate training within that area. You will be part of a team who has the same responsibility in the other Nordic countries, and you will report to the Nordic Facility Manager based in Stockholm.
Important for the role:
• Documented experience of 6-8 years in a service role, with at least 3 years within facility and/or reception responsibility
• Experience from working in SAP invoicing system or equivalent experience
• Experience in planning, prioritizing and allocating tasks
• Experience from leading and being part of projects related to the office environment
• Good knowledge of the Microsoft Office package (teams, SharePoint, excel etc)
• Post-secondary education in a relevant field or equivalent work experience (6-8 years)
• Fluent in Swedish and English, both verbal and written
We will attribute great importance to personal suitability.
Contact details
If you have questions about the assignment or the recruitment process, you are welcome to contact responsible recruiter:
Liridona Brahimi via
liridona.brahimi@adecco.seWelcome with your application!
Keywords
Office coordinator, office, reception, economi, administration, SAP, Stockholm, Adecco
Ersättning Fast lön
Så ansöker du Sista dag att ansöka är 2023-03-26
Klicka på denna länk för att göra din ansökan Arbetsgivarens referens Arbetsgivarens referens för detta jobb är "ref-41024".
Omfattning Detta är ett heltidsjobb.
Arbetsgivare Adecco Sweden AB (org.nr 556447-2677),
http://www.adecco.se/ Övrig information om företaget/organisationen Offentliga upphandlingar där Adecco Sweden AB varit leverantör Jobbnummer 7485942
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