Office Coordinator

Spencer Stuart; Oslo; On-site; NOK 550,000 - 750,000; Full time

Job summary

Spencer Stuart Oslo is seeking an highly organized Office Coordinator & Facility Manager to oversee the day-to-day operations of our Oslo office, delivering an exceptional workplace experience for employees, candidates, clients and visitors.

You will manage front desk, meeting room scheduling, vendor relationships, office services and events, ensuring facilities are safe, well-presented and compliant with firm standards. Fluency in Norwegian and English is preferred.

Qualifications

• Previous experience in office or facilities management.
• Strong organizational and communication skills.
• Fluency in Norwegian and English.

Responsibilities

• Serve as the main point of contact for candidates, clients, and visitors.
• Manage front desk and reception operations.
• Coordinate meeting room scheduling and visitor logistics.
• Arrange refreshments and hospitality services as required.
• Provide on-site support for client meetings and internal events.
• Maintain high standards of office presentation and cleanliness.
• Oversee facilities operations and vendor relationships.
• Support onboarding and workspace setup for new hires.

Skills

Organizational skills

Customer service

Communication

Norwegian/English

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.

Founded in 1956 and privately owned, Spencer Stuart is one of the world’s leading executive search and leadership advisory firms. With 70 offices in 31 countries, the firm is considered to be the advisor of choice among top companies seeking guidance and counsel on senior leadership needs, and has unrivaled access to leading executives around the world. Spencer Stuart works with a wide range of clients, including multinational corporations, entrepreneurial businesses, private equity firms, family‑owned companies, and nonprofit organizations.

Achieving Excellence As a leading professional services firm, Spencer Stuart prides itself on having a unique culture—a company culture made up of extremely results‑oriented individuals, who also have strong relationship and collaboration orientations. Spencer Stuart strives for excellence in all that it does, and in all of its teams.

Looking For Leaders

Spencer Stuart consultants apply real insight into clients’ strategic requirements and proven assessment tools to recruit leaders who have the necessary skill, experience, and personal qualities to advance company strategies and achieve outstanding results. Teams are organized into industry and functional practices to maximize sector specialization and knowledge sharing across the firm. These client service teams are supported by first‑rate associates and research analysts, working across international borders and backed by state‑of‑the‑art technology.

Problem Solvers

Spencer Stuart is not only matching the right management with the right business missions, it’s also creating incredibly meaningful Leadership Teams that add long‑term value, solve a wide range of important problems across organizations, and help candidates further exceptional careers. Professionally, employees also learn multinational businesses inside out by working side‑by‑side with the world’s most phenomenal clients and leaders.

Website Accessibility Disability Accommodation for Individuals Applying to Spencer Stuart U.S.

Spencer Stuart is an Equal Employment Opportunity / affirmative Action employer and provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in job application procedures.

Notice to Recruiters & Staffing Agencies

Our preference at Spencer Stuart is to recruit candidates directly. We do occasionally partner with a limited number of preferred agencies when we identify a need for third‑party staffing support. We do not accept unsolicited agency resumes. We will pay a fee only if the candidate is presented after there is a signed recruiting agreement in place between Spencer Stuart and the agency and only if we have explicitly engaged the agency to submit resumes for a specific current opening. We do not pay fees for unsolicited candidates submitted to Spencer Stuart or any Spencer Stuart employee by email, fax, phone, mail, verbal referral or any other means. In the case of candidates submitted to Spencer Stuart without a signed agreement in place or without being solicited to work on a specific open requisition, Spencer Stuart explicitly reserves the right to pursue and hire those unsolicited candidates without any financial obligation to the recruiter or agency.

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