Office Manager

Job Description

We're hiring an Office Manager to take full ownership of how our Stockholm HQ runs, day to day and behind the scenes. We're a leading PR and communications agency with offices across the Nordics, Berlin, the UK and the US, working with brands on a global stage. Our Stockholm office is the heart of the Swedish team, and this role is central to keeping it running smoothly, professionally and efficiently every single day.

This is a varied, hands-on role with real ownership. You're the first point of contact for visitors and incoming communications, the go-to person for anything office-related, and the owner of our local systems, IT environment and operational infrastructure.

You take pride in creating a well-functioning, welcoming workplace, and you're equally comfortable troubleshooting a technical issue, welcoming a client, coordinating a supplier, or improving how we work day-to-day. No detail too small, no fix too quick!

The role

You are responsible for ensuring that our Stockholm office's environment, internal routines, supplier relationships, IT coordination, and operational processes function smoothly, efficiently and professionally.

A key part of the role is creating an exceptional first impression for everyone who interacts with the Stockholm office, including clients, suppliers, partners, candidates and visitors. You act as the operational owner of the office, making sure practical, administrative and process-related matters are handled proactively and with high quality. The position reports directly to the Sweden Country Manager.

Responsibilities

• Act as the first point of contact for all visitors, clients and deliveries to the Stockholm office
• Manage incoming calls, post and general office enquiries
• Ensure meeting rooms and common areas are consistently presentable, well-stocked and booked efficiently
• Coordinate room setup and hospitality for internal and external meetings
• Manage relationships with building management, suppliers and local service providers
• Oversee office supplies, equipment and consumables: procurement, stock management and vendor coordination
• Coordinate cleaning, maintenance and any office works or refurbishments
• Ensure health & safety compliance and maintain required documentation for the Stockholm office
• Manage office access, keys and security systems
• Support onboarding logistics for new starters: desk setup, system access, equipment and day-one readiness
• Act as the local IT coordinator, providing first-line support for hardware, connectivity and software access
• Manage staff accounts, access permissions and equipment allocation in local systems at onboarding and offboarding
• Liaise with external IT support providers and escalate technical issues where needed
• Maintain an accurate inventory of office hardware, equipment and software licences
• Support the rollout and adoption of internal tools and platforms across the Stockholm team
• Provide administrative support to the Stockholm leadership team and coordinate internal events and team activities