Office Coordinator

Om jobbet

Office Coordinator

Department: Core - Business Infrastructure & Operations

Employment Type: Permanent - Full Time

Location: Stockholm, Sweden

Reporting To: Evgenia Chaitoul

Description

We are seeking an organised, proactive and detail-oriented Office Coordinator for our Stockholm office. As the sole operations professional on-site, you will be responsible for ensuring the smooth day-to-day running of the office, by managing facilities, coordinating suppliers, and providing essential administrative support. Working closely with regional and central teams, you will play a key role in maintaining an efficient and well-functioning workplace.

This role is highly visible and critical to our Stockholm team. The ideal candidate is reliable, adaptable, and confident in managing multiple responsibilities independently. The successful candidate will be expected to work on-site a minimum of four days per week. One day per week may be worked remotely, subject to operational needs.

Key Responsibilities

• Responsible for the day-to-day running of the local office, including ordering office & kitchen supplies, handling all office correspondence, processing supplier invoices and welcoming visitors
• Build and manage relationships with suppliers and service providers, negotiating contracts and ensuring high-quality service delivery
• Manage all facility-related needs, proactively identifying and resolving maintenance issues, including coordinating with third-party service providers
• Support the BIO leadership team in budgeting and financial reporting for office operations, procurement, and local activities
• Act as the central point of contact for all office operations, collaborating with key departments such as People & Culture, Finance, and IT to support office needs
• Provide administrative support as needed, including scheduling meetings, booking travel, handling mail and shipments, and coordinating printing and documentation
• Ensure compliance with operational policies and procedures, educating staff on best practices for expense management, travel bookings, and meeting room usage in coordination with central teams
• Ad hoc support to all areas of the business and the wider Business Infrastructure & Operations team as needed

What we are looking for

Required attributes:

• Operational experience including but not limited to areas of HR, finance, legal, and business administration, ideally within a fast-growing international consultancy or professional services business
• Team player with strong interpersonal skills, positive attitude and the ability to build effective relationships at all levels
• Excellent coordination, time management and organisational skills; excellent communication skills (articulate, confident and adaptable to different audiences); strong attention to detail
• A proactive self-starter, comfortable using their initiative and working autonomously, able to identify and resolve issues to support all areas of the business
• Evidence of having a passion for working with people and working beyond the confines of the job description
• Very good knowledge (C1 level) of both Swedish and English is essential
• Excellent knowledge of Microsoft office suite

Desirable attributes:

• Advanced Excel knowledge
• Experience of working with an ERP system

What we offer

Some of the benefits we include are:

• Collective Bargaining Agreement
• Wellness benefits
• Employee Assistance Programme (EAP)

For more information about our benefits offerings in our Stockholm office, please reach out to us for additional information.

At AER, we are committed to offering flexibility in the way we work. Most of our roles are hybrid with a mix of in-office/home working and potentially adjustable working hours. Let's discuss what works for you and AER during the interview process.

The Company is committed to the principle that no employee or job applicant shall receive unfavourable treatment on grounds of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage or civil partnership, pregnancy, and maternity.

To apply, please submit your Résumé / CV, a personal summary, your salary expectations and please inform us of your notice period.