Senior Workplace & Operations Specialist

DayOne; Helsinki; On-site; EUR 45,000 - 65,000; Full time

Job summary

DayOne in Helsinki is seeking a (Senior) Workplace Specialist to oversee day-to-day office operations and ensure a smooth, well-organized workplace across our expanding international teams. You will handle facility coordination, invoicing processes, onboarding, and vendor administration with attention to detail and a service-oriented mindset.

The role requires strong organizational skills, experience in administration or operations in an international setting, and proficiency with systems such

Qualifications

• Previous experience in administration or operations support.
• Experience in an international environment preferred.
• Structured and detail-oriented with the ability to manage multiple priorities.
• Comfort with systems including M365 and SAP.
• Excellent English and Finnish communication.

Responsibilities

• Supporting the daily operations of the office to ensure the workplace runs smoothly and efficiently.
• Acting as the first point of contact for visitors, vendors and service providers to ensure a professional and welcoming experience.
• Maintaining a functioning office environment, including supplies, workspace readiness, and onboarding arrangements.
• Processing invoices in accordance with internal finance procedures and work closely with the Finance team to track invoice submissions and payment status to ensure timely processing.
• Liaising with vendors and coordinating vendor registration processes and maintaining relevant vendor documentation.
• Coordinating and arranging visits for external vendors for office services, maintenance, and facilities support.
• Assisting with workplace safety coordination and ensure compliance with building guidelines where applicable.
• Supporting internal initiatives that enhance workplace experience and employee engagement.

Skills

Organizational skills

Communication skills (EN & FI)

Customer-service mindset

Multitasking in fast-paced environment

Tools

M365

SAP

Job description

DayOne in Helsinki is seeking a (Senior) Workplace Specialist to oversee day-to-day office operations and ensure a smooth, well-organized workplace across our expanding international teams. You will handle facility coordination, invoicing processes, onboarding, and vendor administration with attention to detail and a service-oriented mindset.

The role requires strong organizational skills, experience in administration or operations in an international setting, and proficiency with systems such