Office Manager Helsinki (part-time)

Arrive; Helsinki; On-site; EUR 20,000 - 27,000; Part time

Job summary

Arrive is seeking a part-time Office Manager to ensure smooth daily operations of the Helsinki office, creating a welcoming, organized environment for around 25 employees and guests.

Reporting to the Head of Workplace & Facilities, you will coordinate facilities, vendor partners, health and safety, events, sustainability initiatives, and office policies while collaborating with local and global teams.

Qualifications

• Proven experience in workspace management, office operations or facilities.
• Strong multitasking and problem-solving abilities.
• Experience coordinating vendors and local office budgets.
• Excellent verbal and written communication in English and Finnish.
• Proficiency with Google Workspace and collaboration tools.

Responsibilities

• Oversee daily Helsinki office operations to keep a welcoming, organized environment.
• Coordinate facility management, space planning, security and maintenance; manage vendors.
• Lead local health, safety, and compliance procedures with training and drills.
• Plan and deliver local events and support global workplace initiatives.
• Drive sustainability efforts and ESG reporting at the local level.
• Maintain office policies, handbooks, intranet, expenses, and ad-hoc projects.

Skills

Workspace management

Multitasking

Vendor coordination

Budget coordination

Communication (EN/FI)

Digital proficiency

Job description

We’ve signed up to an ambitious journey. Join us!

As Arrive, we guide customers and communities towards brighter futures and more livable cities, it isn’t a challenge just anyone could take on. Luckily, we have something to help us make it happen. Our people and our values. We Arrive Curious, Focused and Together. Just as our entire brand is inspired by the North Star, the shining light leading travelers to their destinations since time began, our values guide us. They help us be at our best. For our customers. For the cities and communities we serve. For ourselves. As a global team, we are transforming urban mobility. Let’s grow better, together.

The Role
Are you looking to make a meaningful difference in a part-time role where you own the local workplace experience? We are looking for an Office Manager (part-time) to join our Workplace team in Helsinki. In this key individual contributor position, your purpose is to ensure the smooth daily operation of our Helsinki office, creating a warm, organized, and highly efficient environment for around 25 employees and guests. You will report to the Head of Workplace & Facilities and act as the heart of our Helsinki workspace. As the primary point of contact for local operations, you will collaborate with key stakeholders including local team members, external vendors, and global workplace colleagues. This is a unique opportunity to shape our local workspace culture, lead local events, and have a direct, positive impact on our team's daily work-life experience and local sustainability efforts.

How to make an impact

• Cultivate a Welcoming Workspace: Oversee daily Helsinki office operations to ensure a highly organized, clean, and collaborative environment that supports a positive employee and guest experience.

• Manage Local Facilities & Vendor Partnerships: Act as the primary contact for facility management, space planning, security, and maintenance, while managing vendor relationships and procurement to ensure quality and cost-effectiveness.

• Prioritize Health, Safety & Compliance: Take the lead on local office safety procedures, ensuring full compliance with health and safety regulations through proactive training, drills, and security coordination.

• Champion Events & Cultural Connection: Plan and deliver local company events, conferences, and team-building activities, and support global initiatives to align the office experience with our vibrant community.

• Support Sustainability & ESG Initiatives: Drive and support key company-wide initiatives at the local level, including culture building, sustainability projects, and ESG (Environmental, Social, and Governance) reporting.

• Drive Operational Efficiency: Maintain and update local office policies, handbooks, and intranet systems, manage expenses, and support ad-hoc workplace projects like office enhancements or moves.

About you

You are a collaborative, organized, and proactive individual who thrives on creating positive connections. With a natural passion for hospitality and community, you enjoy interacting with diverse stakeholders and building a warm, inclusive office environment. You have a keen eye for detail, manage multiple priorities with ease, and feel comfortable taking initiative and working independently. Adaptable and enthusiastic, you welcome new challenges with a growth mindset and are excited to help our Helsinki team stay connected and thrive.

Your background

• Workspace or Facilities Experience: Proven experience in workspace management, office operations, facilities, or a similar customer-facing administrative or service role.

• Multitasking & Problem-Solving Skills: Strong organizational skills with a proactive approach to handling multiple tasks and solving problems effectively.

• Vendor & Budget Coordination: Experience managing vendor relationships, coordinating contracts, and overseeing local office expenses.

• Communication & Language Skills: Excellent verbal and written communication skills in both English (our global company language) and Finnish (to effectively coordinate with local partners and suppliers).

• Digital Proficiency: Strong digital literacy with tools like Google Workspace (Docs, Sheets, Slides) and collaborative platforms like Slack.

• Global Awareness & Flexibility: Experience working within global or international teams, coupled with the flexibility to support occasional after-hours needs (such as event coordination for summer/end of year events or rare emergency responses) - always with balanced time-off in return.

This is a part-time position located in Helsinki, with a preference for on-site work from Tuesday to Thursday.

About Arrive

Arrive, including brands like EasyPark, Flowbird, RingGo, ParkMobile and Parkopedia, is a leading global mobility platform. Present in over 90 countries and 20,000 cities, the company helps people and decision‑makers make smarter decisions about urban mobility and ease the experience of travel worldwide. Arrive delivers a unique combination of the core ingredients to make cities more livable: from smart payments and optimized car parks to data‑driven traffic reduction and support for reinvestment in public transport and green space. It’s about more than function, it’s about saving time and simplifying the experience of travel for everyone. Travel is more than a journey, it’s how you Arrive.