Arbetsbeskrivning

As an Office Coordinator, you'll be a key member of our team, representing our organization with a friendly and welcoming presence. You'll play a vital role in keeping the office running smoothly and creating a positive atmosphere for everyone. Your responsibilities will include providing administrative support, managing office supplies, and helping to facilitate communication among staff.

We're looking forward to our move to Medborgarplatsen and are eager for you to play a significant role in this transition. You'll help shape a new workspace that reflects our identity. This full-time, in-office role offers you the opportunity to be part of our active environment every day.

In this role, you'll have the chance to develop a wide range of administrative skills and grow within the company. There are plenty of opportunities for advancement, whether you're interested in moving into Office Management, Financial Administration, HR Support, or exploring other areas that match your skills and passions.

Your role as our Office Coordinator

Office Services:

• Responsible for ensuring the office is well-organized and presents a welcoming impression.

• Act as the face of the company and the primary contact for visitors, suppliers, and employees.

• Welcome visitors/customers and suppliers.

• Managing the reception as well as office supplies and inventory

• Answer the reception phone.

• Work agilely and solution-oriented together with the organization

• Maintain order in the kitchen, social areas, and meeting rooms.

• Purchase and provide food and beverages.

• Coordinating with partners/suppliers and managing deliveries.

• Coordinating with vendors and handling scheduling.

Administrative Tasks:

• Handle incoming and outgoing mail and packages.

• Manage written communication internally and externally.

• Email communication with suppliers and landlords.

• Provide administrative support to managers and employees during customer visits and other events, both internally and externally.

• Manage bookings and rescheduling of various kinds.

• Office purchases, e.g., food, beverages, and consumables.

• Review invoices after purchases.

• Being administrative support to multiple parts of the organization for example; Finance, HR, and IT.

Service and Support:

• Manage catering for meetings and other events and ensure coffee and other refreshments are always available.

• Book and provide support for travel arrangements.

• Book/cancel appointments with partners/suppliers

• Arrange breakfast and Thursday “fika” weekly.

• Provide service support during events and customer meetings.

• Customer service in our Panel Support

Events:

• Organize events both internally and externally.

• Support employees and managers for customer events/meetings.

• Serve as the contact person for suppliers during events.

• Act as project manager for larger events together with an event team.

Your profile as our Office Coordinator

Are you someone with a few years of experience in reception or service roles? If you've thrived in dynamic environments, have a knack for Office 365, and can communicate effortlessly in both Swedish and English, we want to hear from you!

In this role, your exceptional service mindset and proactive approach will shine. You're someone who leads yourself with confidence and can drive your work forward independently. Your positive, down-to-earth attitude and excellent communication skills make you a great team player. You're organized, detail-oriented, and committed to delivering high-quality results in everything you do. In our fast-paced, ever-changing environment, your ability to juggle various tasks with ease, thanks to your strong planning and prioritization skills, will be invaluable. We're looking for someone eager to grow into the role and within the organization.

Needed

• Strong organizational and multitasking skills

• Good communication abilities in both Swedish and English

• Proficiency in office software such as Microsoft Office

• A proactive and service-oriented mindset

• Has previous experience in office environments or service professions

• Is used to taking initiative and likes to have responsibility

• Enjoys having many points of contact and finds it easy to collaborate

• Has an eye for detail and gains energy from creating a pleasant environment

• Is structured and flexible – can quickly reprioritize when needed

• Is unpretentious and unafraid to act when necessary

• Is communicative and contributes to effective handovers within the team

• Has good proficiency in Swedish, both spoken and written

Nice to have

• Previous experience in service, administration, or a receptionist role.

• Experience in event coordination or ordering from suppliers.

• Project Management

• Stakeholder management

A few more things

- You share our vision to become the world leading data-to-growth company.

- You live our values daily | We see what others don’t | We love it and it shows | We cut the crap | We care and act accordingly |.

- You take pride in delivering high level of services, we are known for that.

Who are we?

The story of Nepa is the story of what happens when you see the world a little differently. It’s about questioning the norms, and asking ‘what if’. The company was set up because we asked what if we do market research differently; what if we go digital, before going digital was even a thing? And it’s been the secret of our success. It’s allowed us to stay curious and forward-thinking, creating new ways of working even as we’ve expanded across the globe.

Over the years we've grown from a Swedish industry favorite to a global powerhouse that works with the biggest, brightest, and best brands. Our dynamic marketing intelligence solutions have helped companies to unlock new insights, uncover hidden opportunities, and make smarter decisions. And we've done it all by staying true to our founding spirit of innovation and agility.

Next step!

We review applications as we receive them, and interviews will be held continuously so please submit your application as soon as possible.