About the role:

We are seeking a highly organized and proactive Office Coordinator to ensure the smooth operation of our Finland, Baltics and Balkan region office. The ideal candidate will be fluent in both English and Chinese, with exceptional multitasking skills and a keen eye for detail. You will serve as the central point of contact for internal and external stakeholders, manage office logistics, and support administrative functions to maintain an efficient and welcoming workplace.

Main duties and responsibilities:

• Serve as the primary point of contact for visitors, vendors, and employees, ensuring a professional and welcoming environment. Oversee reception operations and handle operational inquiries.;
• Manage office supplies, inventory, and procurement processes, including supplier liaison, cost control, and maintaining optimal stock levels. Negotiate contracts with vendors and service providers;
• Plan and organize internal meetings, events, and team activities, including agenda preparation, scheduling, logistics, and resource coordination (e.g., lunches, social events, celebrations);
• Ensure office cleanliness and functionality by addressing facility issues, coordinating maintenance, and serving as the main contact for ICT, utilities, and workspace management;
• Facilitate smooth staff transitions by managing workstation setups, IT equipment allocation, access permissions, and related documentation;
• Maintain and update internal communication platforms (intranet, newsletters), disseminate company news/updates, and prepare internal presentations;
• Develop and implement office policies/procedures to enhance productivity. Monitor compliance, identify obstacles, and propose improvements;
• Support emergency planning, conduct safety trainings, and coordinate drills. Address workplace safety concerns proactively;
• Assist with travel arrangements, expense reporting, and general administrative tasks for team members;
• Provide ad-hoc support to colleagues and departments, resolving operational queries and ensuring seamless interdepartmental coordination;
• Complete other tasks assigned by the leader.

Profile:

• 3- 5 years of relevant experience;

• Fluent in English and Chinese (written and spoken); Finnish is a plus;

• Proficiency in Microsoft Office Suite (Outlook, Excel, PowerPoint) and office management tools;

• Strong organizational skills with the ability to prioritize tasks and meet deadlines;

• Excellent interpersonal and communication skills, with a customer-service mindset;

• Proactive problem-solver who can work independently and collaboratively;

• Able to multi-task, aim to target and can work under pressure.