Office & People Coordinator

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 careers@arcesium.com (US/UK), careers-india@arcesium.com (India) or careers-europe@arcesium.com (Portugal/Sweden) . Arcesium is an equal opportunity employer.