Office & Workplace Representative, Nordics

Department: Sales

Employment Type: Full Time

Location: EMEA-Denmark

Description

Role expectations

• Coordinate day-to-day office management and general administration, ensuring the Copenhagen office operates efficiently and in line with company procedures and policies.
• Act as a key point of contact for office, facilities and administrative requests from employees and visitors, providing timely and service-minded support.
• Handle local purchasing, including office supplies, beverages and services, in line with company policies.
• Coordinate office space, equipment, furniture and meeting rooms, including cleaning, repairs, upgrades and room readiness for daily use, meetings and visitors.
• Coordinate mail, shipments, and general front desk or reception-related services as needed.
• Support the implementation and maintenance of office procedures, local email distribution lists and internal communication tools.
• Contribute to a welcoming, inclusive and well-functioning workplace environment.

• Support office and administration-related onboarding and offboarding activities for new hires, leavers and remote or field-based employees.
• Coordinate with HR and IT to help ensure new hires are equipped with the required computers, phones and other devices according to their role.
• Train new hires on administrative procedures and support onboarding of vendors in internal systems.
• Coordinate offboarding, including checking returned equipment and arranging shipment with IT in Poland where relevant.

• Coordinate office and facilities operations, including office space, equipment, furniture, cleaning, repairs and upgrades.
•  Follow up on service contracts and maintenance agreements to ensure a safe and secure work environment.
•  Maintain contact with the landlord or property manager regarding building-related matters and follow up where needed.
• Ensure employees are supported with necessary workplace equipment and that meeting rooms are prepared daily.
• Support workplace safety activities and coordinate with relevant providers or internal stakeholders when action is required.
• Handle local technical equipment issues outside IT scope and escalate when needed.

• Support local IT onboarding activities, including desk setup and basic infrastructure in coordination with IT.
• Provide first-level support for basic IT questions on the ground and escalate issues to IT when required.
• Coordinate with IT on office equipment, new hire devices, offboarding equipment checks and shipments.
• Support local IT inventory tracking and equipment coordination.
• Prepare conference rooms and technical set-up for larger meetings and events.

• Create PRs and POs in SAP and act as the main point of contact for AP-related queries from internal teams.
• Process invoices, travel expenses and other expenditures in a timely manner.
• Manage purchasing and expenditure administration for supplies, beverages, services and other local office needs.
• Onboard vendors in internal systems and support vendor payment processes.
• Coordinate with external vendors, contractors and service providers on practical office and facilities matters.

• Coordinate internal employee events, including sales meetings, holiday celebrations and other local company activities.
• Support practical event logistics, including meeting room set-up, catering, supplier coordination and completion of required administrative tasks.
• Coordinate customer-facing events in collaboration with local Marketing, either in the office or at external locations.
• Work with teams and senior stakeholders across the business to schedule, plan and deliver projects, meetings and events.

• Support the fleet manager on company car and fleet administration.
•  Act as the first point of contact for employees and fleet vendors, supporting fleet optimization and driver-related administrative tasks.

• Support the Nordic team and management with travel arrangements and related logistics.
• Act as the main point of contact with the travel agency to resolve employee booking issues when needed.
• Train employees on travel expenses, approvals and compliance with business guidelines and requirements.

• Provide general administrative support to the General Manager and senior stakeholders, including travel, scheduling, document preparation and meeting coordination.
• Coordinate calendars and schedules when requested.
• Take meeting minutes and support cross-functional projects and events as needed.
• Support agile workflows and day-to-day business needs through reliable administrative assistance.

What we're looking for

• 4+ years of directly related experience, preferably gained in an international environment.
• Strong organizational abilities and attention to detail.
• Proficient in Microsoft Office and general IT tools.
• Skilled at handling multiple priorities, meeting deadlines and maintaining clear communication.
• Proactive problem-solver with a high sense of accountability.
• Demonstrates urgency and responsiveness in addressing customer needs.