Office Coordinator

Aibidia is looking for an ambitious and highly organised Office Coordinator to support the delivery of office-related initiatives within the business across our Helsinki, Tampere, and London offices. Your work will focus on the Helsinki office and team, and you’ll work onsite at the office.

You will be an integral part of Aibidia’s People team, overseeing the day-to-day office operations within the business. You will also support the team with people related tasks. You will collaborate across various functions to ensure a world-class experience for Aibidia’s internal customers: our employees. From ensuring a fantastic office environment and managing our external vendors to seamlessly delivering onboarding and offboarding experience, you will be involved in many aspects of the People team’s responsibilities. You’ll be supported by experienced colleagues and have the opportunity to grow within the role.

Key Responsibilities

• Oversee and proactively contribute to the day-to-day operations of the Helsinki office, ensuring an efficient workspace for an excellent employee experience.

• Manage facilities maintenance, procurement of office supplies and equipment, monitoring inventory levels and vendor relationships.

• Plan and execute office events, meetings, and celebrations to foster an engaging work environment.

• Support the People team in implementation of office and HR policies and procedures to promote a productive and inclusive workplace culture, including proactively making suggestions for improvements.

• Coordinate onboarding and offboarding processes for new hires and departing employees, ensuring a smooth transition.

• Provide administrative support to the People team, including maintaining employee records and assisting with payroll administration.

Must have:

• Some previous work experience in an office or people-related role, such as Office/Admin/HR Trainee or other business support. Also, similar experience from student associations are seen as an asset

• Attention to detail with an ambition to leave no stone unturned delivering an excellent customer experience to Aibidia’s employees. You also understand the importance of the stability which routine tasks bring within Operations.

• Strong organisation skills with the ability to prioritise and take ownership of multiple projects in a fast-paced environment

• Ability to work effectively both independently and collaboratively within a team

• A full working proficiency in written and spoken English

• Proficiency in MS Office Suite

• Desire to make lasting impact within the company and to grow professionally, assuming a greater number of responsibilities over time

Nice to have:

• Prior experience in an international high-growth environment

• Knowledge of other European languages, especially Finnish

• A desire to learn more about HR and People Management topics

Aibidia can offer you:

• An opportunity to be part of a global, fast-growing SaaS company revolutionising a traditional industry.

• A boost for your professional development - performance-based growth is part of the company culture and there is a designated learning budget for every employee.

• Comprehensive healthcare package, and genuine drive towards physical and mental wellbeing, with initiatives by an internal organisational health and wellbeing committee.

• Regular team social events including Aibidia's summer and winter parties.

• The latest technology to ensure you can do your best work with the best tools.

• A non-hierarchical atmosphere and stellar culture at the office.

Practicalities:

This is a full-time and permanent position, and you’ll be employed directly to Aibidia. Start time in the role is as soon as possible in August 2024. The role is located at the Helsinki office in Kalevankatu 30 and you are expected to be at the office every day within normal office hours. However, there is also an element of flexibility for occasional remote work. Salary in this position is 3000-3200 €/month (gross) depending on the level of your experience, and will be negotiated individually.

Interested? Please submit your CV and a video answer (What motivates you in this role and Aibidia?), and optional cover letter by the latest 18th of July 2024 via our application system. Please also mention your salary request and the earliest possible starting date in your application documents. We are actively reviewing applications throughout the application period and processing them in the order they are received. Remember to use the application system, we do not accept applications by email.

For more information about the recruitment process contact aTalent’s Recruitment Manager Kati Hautakoski (+358 50 552 0419, kati.hautakoski[at]atalent.fi).