Office & People Coordinator New

Arcesium; Stockholms kommun; On-site; SEK 380,000 - 480,000; Full time

Job summary

Arcesium is seeking an organized Office & People Coordinator for the Stockholm office to own day-to-day operations, facilities coordination, onboarding, and local people support. The role will grow to include travel and associate support for Sweden and Portugal over time.

The ideal candidate is self-directed, detail-oriented, and capable of handling a broad range of responsibilities in a small local office.

Qualifications

• Fluent in Swedish and English (written and spoken).
• 3+ years of experience in office administration, facilities coordination, or HR/people operations support.
• Strong organizational skills, attention to detail, and follow-through.
• Comfortable managing multiple priorities independently in a small, local office setting.
• Discretion and professionalism when handling employee documentation and confidential information.
• A proactive, service-oriented, and collaborative approach to work.
• Have a valid work permit to work in the country.

Responsibilities

• 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 and regional travel support over time.

Skills

Swedish language

English language

Organization skills

Attention to detail

Independent work

Discretion

Proactive service mindset

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 and regional travel support over time.

What you'll need

• Fluent in Swedish and English (written and spoken)
• 3+ years of experience in office administration, facilities coordination, or HR/people operations support.
• Strong organizational skills, attention to detail, and follow-through.
• Comfortable managing multiple priorities independently in a small, local office setting.
• Discretion and professionalism when handling employee documentation and confidential information.
• A proactive, service-oriented, and collaborative approach to work.
• Have a valid work permit to work in the country.

Recruiting Security

Emails from genuine Arcesium recruiters who are employees of the company will always come from the @arcesium.com domain. In some cases, you may also be contacted by independent search firms engaged to recruit on our behalf; emails from their employees should always come from their firm's applicable domain. We'll never ask for your banking information or any payment as part of the recruiting process. If something seems off or you're contacted by an unexpected third party, please reach out to us at [e-mail] (US/UK), [e-mail] (India) or [e-mail] (Portugal/Sweden) .

Arcesium is an equal opportunity employer.