Office and Administrative Assistant

Soundtrap; Stockholms kommun; On-site; SEK 260,000 - 320,000; Full time

Job summary

Soundtrap, a cloud-based music creation platform, seeks an organized, proactive Office and Administrative Assistant to join our Stockholm team. You will keep the office running smoothly, handle orders, assist HR and Finance, and help plan events.

The role requires daily on-site attendance from 8:30 to 17:30 and a willingness to take on diverse administrative tasks. We value initiative, reliability, and comfort with English communication.

Qualifications

• Strong organizational skills with ability to track recurring tasks, deadlines, and shifting priorities.
• Proactive approach: notice what needs doing, take action, and follow through.
• Friendly, service-minded attitude with hands-on office work mindset.
• Clear communication with colleagues, suppliers, and service providers.
• Comfortable using everyday digital tools, documents, and spreadsheets; eager to learn new systems.

Responsibilities

• Maintain office spaces and facilities, including kitchen and shared areas, ensuring cleanliness and supplies.
• Coordinate orders, prepare refreshments, and monitor office supplies and cleaners' schedules.
• Manage inventory and organize storage rooms; liaise with facilities for repairs and maintenance.
• Assist with onboarding/offboarding, and coordinate with HR, Finance, and IT as needed.
• Process Education Sales orders and support PTO management in HR systems.

Skills

Organizational skills

Proactive approach

Friendly service mindset

Clear communication

English proficiency

Digital tools

Tools

FlexHRM

Mosyle

Pleo

Slack

Job description

About Soundtrap: Soundtrap is a cloud-based digital audio workstation (DAW) that is reimagining how music and podcasts are created. Made by music producers, songwriters, and audio experts, our goal is to help you unlock your creative potential.

Entry level | Full time | Based in the Soundtrap office in Stockholm

Would you like to help the team behind Soundtrap do their best work?

We're looking for an organized, proactive Office and Administrative Assistant to join Soundtrap, a cloud-based music creation platform that makes it easy for people to create and collaborate across devices. We serve both individual creators and schools that use Soundtrap in the classroom, helping people focus on creativity without the technical complexities of traditional music creation tools.

In this role, you'll help keep our office running smoothly and provide day-to-day support to our administration and operations teams. Your work will range from keeping shared spaces welcoming and supplies stocked to processing orders, supporting employee administration, and helping with team events. You'll work closely with colleagues across HR, Finance and Education Sales, learning our processes and helping keep everyday tasks on track.

This is an entry-level, full-time role based in our Stockholm office, with daily attendance required. The working hours are 8:30 - 17:30 with an hour for lunch. It suits someone who enjoys variety, takes initiative, and is equally comfortable with practical office tasks and detailed administrative work.

What you'll do

• Keep the office, kitchen, meeting rooms, and shared spaces clean and tidy throughout the day, take recycling to the building's recycling room, and help colleagues keep communal areas clear.
• Arrange regular fruit orders, replenish coffee, tea, and kitchen essentials, and monitor office and bathroom supplies. Coordinate with the cleaning company to maintain standards and ensure supplies are restocked on time.
• Keep the storage room organized, maintain an up-to-date inventory, and reorder supplies when needed.
• Coordinate office maintenance and repairs, including plumbing, locks, alarms, and equipment issues. Liaise with building management and service providers and follow up until issues are resolved.
• Check mail daily, scan and forward correspondence to the right person, and receive and distribute deliveries.
• Help plan and deliver monthly after-work gatherings, cultural events, and holiday celebrations, including orders, preparation, setup, practical support, and cleanup. Create birthday posts on Slack.
• Enter and process orders for the Education Sales team, checking details for accuracy and completeness and providing additional support during the busy July-October period.
• Support employee time-off administration in FlexHRM, including team queries, monthly closing, twice-yearly PTO reviews, and summer leave planning.
• Assist with onboarding and offboarding tasks, keeping records and checklists up to date and coordinating practical arrangements with the relevant colleagues.
• Organize company device storage and inventory, including older devices, devices for reissue, and test equipment. Help with device enrollment, updates, and routine support in Mosyle under IT guidance.
• Help grant and remove access to company tools in line with approved requests and internal procedures.
• Support Finance with routine Pleo administration, including uploading invoices and updating expense details for software vendors and other costs.
• Help administer the UK phone plan, including invoices, provider communication, annual reviews, and employee queries.
• Respond to incoming administrative and operational requests on Slack, resolve straightforward queries, and involve the right colleagues when further support is needed.
• Assist with data entry, filing, record keeping, and other administrative tasks as priorities change, handling employee and company information with care.

Who you are

We're looking for someone who is helpful, curious, and ready to learn. You don't need years of experience, but you should bring:

• Strong organizational skills and attention to detail, with the ability to keep track of recurring tasks, deadlines, and changing priorities.
• A proactive approach: you notice what needs doing, take action, and follow through.
• A friendly, service-minded attitude and a willingness to pitch in with hands-on office work.
• Clear communication skills and confidence working with colleagues, suppliers, and service providers.
• You can communicate comfortably in English.
• Confidence using everyday digital tools, documents, and spreadsheets, and an interest in learning new systems.
• Good judgment and discretion when handling employee information, invoices, and company records.

Previous experience in administration, customer service, hospitality, or office support is welcome, but not required.

If you're excited about this role but don't meet every qualification, we still encourage you to apply. We believe that diverse experiences, perspectives, and backgrounds create a better environment for our employees and a better product for our users and creators. Come be part of changing the way the world creates music!