Office & People Coordinator

Arcesium; Stockholms kommun; On-site; SEK 350,000 - 480,000; Full time

Job summary

Arcesium in Stockholm is seeking an Office & People Coordinator to own the day-to-day operations of the Stockholm office. You will manage office administration, facilities coordination, and local people support, ensuring a smooth, welcoming environment from onboarding onward.

This hands-on role requires someone organized, self-directed, and capable of handling travel logistics, vendor invoices, events, and employee questions.

Qualifications

• Day-to-day office operations experience.
• Experience coordinating facilities and supplies.
• Experience supporting employees and onboarding.

Responsibilities

• Onboard new joiners and prepare welcome kits.
• Coordinate mail, courier and vendor activities.
• Support travel planning and local team events.
• Liaise with building management and serviced-office providers.

Skills

Office administration

Facilities coordination

People support

Travel coordination

Tools

MS Office

Job description

Arcesium is a global financial technology firm that solves complex data-driven challenges faced by some of the world’s most sophisticated financial institutions. We constantly innovate our platform and capabilities to meet tomorrow’s challenges, anticipate the risks our clients encounter, and design advanced solutions to help our clients achieve transformational business outcomes.

Financial technology is a high-growth industry as change and innovation continue to disrupt the status-quo and prompt major transformation. Arcesium is at a particularly interesting time in our own growth as we look to leverage our successfully established market position and expand operations in pursuit of strategic new business opportunities. We value intellectual curiosity, proactive ownership, and collaboration with colleagues, and we empower you to meaningfully contribute from day one and accelerate your professional development.

Position Overview

We are hiring an Office & People Coordinator to own the day-to-day running of our Stockholm office. This is a broad, hands-on role covering office administration, facilities coordination, and local people support - from keeping the office running smoothly to helping make the Stockholm team's experience a great one, from onboarding through everyday engagement. Over time, the role is expected to grow to include travel and associate support for our broader Sweden and Portugal team. It suits someone organized, self-directed, and comfortable owning a wide range of responsibilities independently in a small, local office setting.

What you will do

• Serve as the primary point of contact for day-to-day operations at our Stockholm serviced office, including access administration (issuing/deactivating cards, maintaining access lists) and coordinating meeting room readiness, supplies, and general upkeep.
• Liaise with the serviced office provider and building management on maintenance requests, repairs, and facility issues.
• Receive, review, and process incoming vendor and serviced-office invoices, coding and routing them to Finance/Accounts Payable in a timely manner.
• Handle mail, courier, shipping, and general vendor coordination.
• Collect, verify, and securely maintain new-hire documentation as part of onboarding, in line with company data handling policies, and prepare onboarding hampers/welcome kits for new joiners.
• Support the planning and execution of local team events, celebrations, and engagement activities.
• Act as a local point of contact for employee questions on office logistics and general administrative support, partnering with the broader Human Capital team to foster a connected, engaged culture in the Stockholm office.
• Support travel coordination for the Sweden and Portugal region, including booking flights, accommodation, and other travel logistics, with potential to grow into broader associate