The Reception & Conference Coordinator serves as the heart of the office, creating a welcoming and professional environment for visitors, clients, and colleagues. The role ensures the office runs smoothly day to day by coordinating meeting rooms, supporting internal and external meetings and events, and keeping shared spaces organized and presentable. The coordinator manages office supplies, refreshments, and vendor relationships, and supports the administration of office-related contracts and services. Working Monday to Friday, 8:00 AM to 5:00 PM, this position is based in Stockholm and acts as the first point of contact for visitors and incoming requests.

Responsibilities

Be the first point of contact for visitors and ensure a positive reception experience.
Coordinate meeting rooms and support internal and external meetings and events.
Keep the office, conference rooms, and shared spaces organized, stocked, and presentable.
Manage office supplies, refreshments, lunches, and other day-to-day office needs.
Act as the main contact for office vendors and service providers.
Support the administration of office-related contracts and services.
Monitor shared inboxes and respond to incoming requests.
Help maintain office equipment, furniture, and facilities.
Take initiative to identify improvements and help keep the office running smoothly.

Requirements

Friendly, approachable, and confident interacting with a wide range of people
Organized, detail-oriented, and able to keep track of multiple tasks and priorities
Proactive and comfortable taking ownership of responsibilities and day-to-day office operations
Positive, reliable, and motivated to create a pleasant experience for both visitors and colleagues

Nice to have

Previous experience in reception, office coordination, hospitality, customer service, or a similar support role is an advantage. Most importantly, we're looking for someone with a positive attitude, strong initiative, and excellent people skills.