Proactive Executive & Office Operations Lead

Heimstaden; Københavns Kommune; On-site; DKK 320,000 - 460,000; Full time

Job summary

Heimstaden is seeking an organized Office Manager to run a professional, welcoming office and provide proactive executive and administrative support to the COO and management team. The role combines two-thirds office operations with one-third executive support, ensuring smooth daily functions and a positive workplace culture.

You will manage calendars, coordinate meetings and events, handle facilities, and assist with onboarding and visitor experience.

Qualifications

• Proactive and accountable; anticipate issues and take ownership.
• Organised and reliable with attention to detail.
• Calm under pressure and adaptable to changing priorities.
• Socially confident; interacts with senior executives, colleagues, suppliers and visitors.
• Fluent in Danish and English, both written and spoken.

Responsibilities

• Own day-to-day office operations and maintain high standards across meeting rooms, kitchens, common areas and shared facilities.
• Coordinate cleaning, maintenance, repairs, workplace services and building-related matters; main contact for landlords, suppliers and service providers.
• Manage workplace routines, access, security, keys and passes.
• Create a welcoming office experience through service, hospitality and attention to detail; support onboarding for new colleagues.
• Foster positive culture through social moments, celebrations and office activities; act as work environment representative.
• Proactively manage suppliers and office purchasing, catering, equipment and supplies; monitor costs and invoices.
• Coordinate meetings, events and hospitality; organize on-site and off-site events.
• Handle office administration and projects; coordinate moves, refurbishments and health and safety activities.
• Provide proactive executive support: manage calendars, meetings, travel, logistics and preparation of materials.

Skills

Office management

Calendar management

Executive support

Communication

Job description

Heimstaden is seeking an organized Office Manager to run a professional, welcoming office and provide proactive executive and administrative support to the COO and management team. The role combines two-thirds office operations with one-third executive support, ensuring smooth daily functions and a positive workplace culture.

You will manage calendars, coordinate meetings and events, handle facilities, and assist with onboarding and visitor experience.