LEVL

Office Operations Coordinator – Fixed-term, Parental Leave

LEVL

part-time

Posted on:

Location Type: Hybrid

Location: Helsinki • Finland

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About the role

  • Coordinate office activities to ensure efficiency and compliance with company policies.
  • Oversee daily office operations, including maintenance, shipping, supplies, equipment, and errands.
  • Manage office physical security and secure storage of documentation.
  • Monitor and replenish office supplies, meals, and snacks for both offices.
  • Negotiate contracts and pricing with office vendors, services providers, and landlords.
  • Manage office systems and access (e.g., parking, meeting room bookings, office access).
  • Organize office layout and order stationery and equipment.
  • Act as the main point of contact for landlord communications.
  • Oversee cleaning staff and ensure a safe, clean working environment.
  • Arrange in-house or off-site activities and events, like parties and meetings.
  • Manage shipments and liaise with customs.
  • Other general administration tasks including invoice handling and company intranet maintenance.
  • Act as Occupational Safety and Health Manager, representing the employer in safety cooperation.
  • Manage health & safety and fire safety documentation and organize employee training.
  • Serve as the main point of contact for occupational healthcare; manage related admin tasks and assist employees with healthcare-related queries.
  • Coordinate occupational health services and annual planning with healthcare providers.
  • Onboarding and offboarding processes for Finland.
  • Partner with HR to update and maintain local office policies.
  • Coordinate possible relocations cases in Finland together with HR.
  • Organize gifts for employee milestones and celebrations.
  • Take on global tasks and projects assigned by the VP of business Operations.
  • Support the Business Operations Manager in budget compliance, issue resolution, and administrative tasks, including documentation and coordination with local authorities.
  • Prepare and submit reports, presentations, and proposals.

Requirements

  • Customer service attitude with a focus on creating a positive experience for employees and visitors.
  • Ability to set a good example through professional behavior and actions, fostering a collaborative and respectful work environment.
  • Excellent problem-solving skills to handle challenges proactively and find practical solutions.
  • Ability to collaborate effectively and build strong relationships across teams and locations.
  • Exceptional organizing skills to manage multiple tasks, priorities, and deadlines efficiently.
  • High level of initiative, with the confidence to take ownership and drive improvements without waiting for direction.
  • Strong communication skills to interact effectively with colleagues, vendors, and stakeholders.
  • Fluency in English (spoken and written).
  • Fluency in Finnish (spoken and written).
  • Proficiency in MS Office and ability to quickly learn new tools and systems.
Benefits
  • Flexible work, ambitious projects and meaningful cause.
  • Career Growth – Training bonuses and other learning opportunities.
  • Performance Bonuses – Company-wide annual bonus program.
  • Referral Rewards – Earn up to €1,000 for referring new hires.
  • Team Gatherings – Annual company events and team activities.
  • Benefits Package that includes health insurance benefits and more!

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
occupational safety and health managementcontract negotiationinvoice handlingemployee onboardingemployee offboardinghealth and safety documentationevent planningshipment managementvendor managementbudget compliance
Soft skills
customer serviceproblem-solvingcollaborationorganizinginitiativecommunicationrelationship buildingprofessional behaviorrespectful work environmentproactive approach