Job Description

Office Coordinator & Facility Manager Role

Location: Oslo

About the Role

We are seeking a proactive, service-oriented, and highly organized Office Coordinator & Facility Manager to oversee the day-to-day operations of our Oslo office.

This role goes far beyond traditional reception responsibilities. As the face of the office, you will be responsible for creating an exceptional workplace experience for employees, candidates, clients, and visitors while ensuring the office operates efficiently, professionally, and in line with the firm’s standards.

The successful candidate will take ownership of the overall workplace environment, vendor relationships, office operations, and event coordination, helping to foster a welcoming, productive, and high-performing workplace.

Key Responsibilities

Workplace Experience & Front Desk Management

• Serve as the first point of contact for candidates, clients, and visitors, ensuring a professional and welcoming experience at all times.
• Manage reception and front desk operations.
• Coordinate meeting room scheduling, preparation, and visitor logistics.
• Arrange refreshments, catering, and hospitality services as required.
• Provide on-site support for client meetings and internal events.
• Maintain the highest standards of presentation throughout the office.

Office & Facilities Management

• Oversee the daily operation and functionality of the office environment.
• Conduct regular workplace inspections to ensure facilities remain organized, safe, and fully operational.
• Manage office spaces, meeting rooms, kitchen areas, lounges, and shared facilities.
• Act as the primary liaison with the landlord, building management, and external service providers.
• Maintain oversight of office equipment, supplies, storage areas, and workspace allocation.
• Coordinate minor maintenance requirements and workplace improvements.
• Support health, safety, and emergency preparedness initiatives.

Vendor & Operational Management

• Manage relationships with office vendors and external suppliers.
• Coordinate procurement of office supplies, food and beverage services, and workplace consumables.
• Monitor inventory levels and ensure timely replenishment of supplies.
• Support invoice processing and office-related expenditure tracking.
• Ensure smooth delivery of all workplace services.

Meetings, Events & Hospitality

• Coordinate the planning and execution of meetings hosted at the office.
• Support leadership meetings, partner meetings, and visits from international colleagues.
• Assist in organizing employee engagement activities, social events, and office celebrations.
• Coordinate logistics for client events and external gatherings.
• Ensure all events are delivered to a high professional standard.

Team Support & Office Operations

• Provide practical administrative support to consultants and Executive Assistants as needed.
• Serve as the local point of contact for basic workplace technology and facilities-related issues, partnering with the Service Desk when required.
• Support onboarding activities, including workspace setup, building access, and equipment coordination for new hires.
• Identify opportunities to improve office processes, efficiency, and employee experience.

Success Criteria

Operational Excellence

• Anticipates needs and takes action without being prompted.
• Demonstrates strong accountability and follow-through.
• Consistently delivers solutions and ensures operational excellence.

Service Excellence

• Creates a positive and memorable experience for employees, candidates, clients, and visitors.
• Builds strong relationships through a professional, responsive, and customer-focused approach.

Organization & Attention to Detail

• Effectively manages multiple priorities in a fast-paced environment.
• Maintains exceptional attention to detail and operational standards.
• Ensures nothing falls through the cracks.

Relationship Building

• Enjoys working with people and building connections across all levels of the organization.
• Communicates confidently and professionally with both internal and external stakeholders.
• Is comfortable providing guidance and following up on workplace-related matters.

Commercial Awareness

• Understands that the workplace experience is an extension of the firm's brand and reputation.
• Maintains a strong focus on quality, professionalism, and continuous improvement.

Ideal Candidate

• Previous experience in office or facilities management, workplace operations, hospitality, executive support, or a similar role.
• Strong organizational skills and the ability to manage multiple priorities effectively.
• Excellent communication and interpersonal skills, with a confident and professional approach.
• A proactive, hands-on attitude and a genuine commitment to delivering excellent service.
• The confidence to work independently, take initiative, and assume ownership of responsibilities.
• Proficiency in Microsoft Office and workplace collaboration tools.
• Fluency in Norwegian and English, both written and spoken.