Office & Workplace Representative, Nordics

Align Technology, Inc.; København; On-site; DKK 420,000 - 520,000; Full time

Job summary

Align Technology, Inc. is seeking an Office & Workplace Representative for the Nordics in Copenhagen.

You will coordinate office space, facilities, equipment and general administration to ensure the Copenhagen office runs smoothly, safely and efficiently. You will support onboarding/offboarding, local purchasing, travel coordination and vendor management, while assisting the General Manager and senior stakeholders.

Qualifications

• 4+ years of directly related experience in an international environment.
• Strong organizational abilities and attention to detail.
• Proficient in Microsoft Office and general IT tools.
• Able to manage multiple priorities and deadlines.

Responsibilities

• Coordinate day-to-day office management and general administration for the Copenhagen office.
• Act as point of contact for office, facilities and admin requests.
• Handle local purchasing and office services per policy.
• Manage office space, equipment, furniture and meeting rooms.
• Coordinate mail, shipments and front desk services.
• Support onboarding, offboarding and equipment provisioning with HR/IT.
• Maintain workplace safety and coordinate with landlords or providers.

Skills

Office management

Administration

Facilities coordination

Travel coordination

Vendor management

Multi-tasking

Communication

Tools

SAP

Job description

Office & Workplace Representative, Nordics

Department: Sales

Employment Type: Full Time

Location: EMEA-Denmark

Description

As an Office & Workplace Representative you will coordinate office space, equipment, facilities and general administration to ensure the Copenhagen office runs smoothly, safely and efficiently. The role supports the day-to-day functioning of the office, including facilities coordination, meeting room readiness, local purchasing, mail and shipments, employee support, travel coordination, company activities, company car administration, and general administrative support to the General Manager and senior stakeholders

Role expectations

Office Management, Administration and Workplace Support

• 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.

Onboarding, Offboarding and Employee Support

• 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.

Office / Facilities management

• 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 elevate when needed.

IT support (when no local IT engineer is located in the respective office)

• 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 elevate 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.

Finance, Procurement and Vendor Management

• 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.

Company activities & event management

• 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.

Company car

• 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.

Travel

• 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.

Support General Manager and The Nordic Management Team

• 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.