Vaimo is a full-service digital experience agency that helps brands and businesses grow by uniting commerce, content, data, and insights into seamless, engaging, and beautifully designed customer experiences.

With 16+ years of experience and offices across the Nordics, EMEA, and North America, we combine strategy, design, and technology to create digital experiences that drive measurable results. Our teams work across B2C, B2B, and D2C — from redefining global lifestyle brands to transforming complex enterprise ecosystems.

We are seeking an experienced, proactive, and hands-on Office Manager to ensure our office runs smoothly and provides a welcoming, efficient environment for employees and visitors. You will be the primary point of contact for office operations, facilities, and supplier management, working closely with People & Culture, IT, and regional teams to support day-to-day needs and continuous improvement initiatives.

Key Responsibilities

• Oversee daily office operations, including reception, mail handling, office supplies, meeting room management, and communal areas to ensure a safe, tidy, and efficient workplace.

• Act as the first point of contact for internal and external stakeholders — provide excellent customer service to employees, candidates, clients, and visitors.

• Manage relationships with suppliers and service providers (cleaning, catering, maintenance, security), including contracts, invoicing, and performance monitoring.

• Coordinate office moves, set-ups, and workspace planning in collaboration with People & Culture and IT to support organisational changes and hybrid working requirements.

• Support health & safety compliance, including risk assessments, incident reporting, and liaising with landlords or building management on facilities-related issues.

• Maintain office inventory and procure equipment and supplies cost-effectively — review and optimise vendor options and stock levels.

• Own the administration of local office budgets and expense tracking, ensuring timely processing of invoices and supplier payments.

• Support internal events, onboarding activities, and employee engagement initiatives — coordinate catering, room bookings, and logistics.

• Collaborate with IT to ensure office technology and meeting-room equipment are functional and up to date — escalate and coordinate support as needed.

• Continuously improve office processes and procedures, documenting workflows and sharing best practices across the organisation.

• From time to time it is necessary to work outside the normal working hours.

• Personal assistant to the Business Leadership team, including personal errands of nature.

• From time to time it is necessary to work outside the normal working hours.

Skills & Requirements

• Minimum 3 years’ experience in office management, facilities coordination, or a similar administrative role in a professional environment.

• Strong organisational skills with the ability to prioritise, multitask, and manage time effectively in a fast-paced setting.

• Excellent communication skills in English, both written and spoken; additional local language skills are an advantage.

• Proven vendor and stakeholder management experience, including negotiation and contract handling.

• Comfortable working independently and as part of cross-functional teams; collaborative approach and a service-oriented mindset.

• Good problem-solving skills with attention to detail and a practical, hands-on attitude.

• Experience with basic budget administration and expense reconciliation.

• Familiarity with health & safety practices and facility compliance is preferred.

• Proficiency with common office tools (MS Office/Google Workspace) and willingness to learn internal systems and meeting-room technologies.

Why Join Vaimo

• Be part of a culture that believes Experience is Everything — where well-run, people-centred offices help teams do their best work.

• Join a supportive, international environment built on teamwork, openness, fun, and excellence.

• Take ownership of your role and shape the office experience as the company continues to grow and evolve.

• Opportunities for professional development and close collaboration with People & Culture, IT, and business teams.

Vaimo is an equal opportunity employer. We welcome applicants from all backgrounds and are committed to creating an inclusive workplace.