Office Coordinator & Facility Manager Role
Location: Oslo
About the Role
We are seeking a proactive, service-oriented, and highly organized Office Coordinator & Facility Manager to oversee the day-to-day operations of our Oslo office.
This role goes far beyond traditional reception responsibilities. As the face of the office, you will be responsible for creating an exceptional workplace experience for employees, candidates, clients, and visitors while ensuring the office operates efficiently, professionally, and in line with the firm’s standards.
The successful candidate will take ownership of the overall workplace environment, vendor relationships, office operations, and event coordination, helping to foster a welcoming, productive, and high-performing workplace.
Key Responsibilities
Workplace Experience & Front Desk Management
- Serve as the first point of contact for candidates, clients, and visitors, ensuring a professional and welcoming experience at all times.
- Manage reception and front desk operations.
- Coordinate meeting room scheduling, preparation, and visitor logistics.
- Arrange refreshments, catering, and hospitality services as required.
- Provide on-site support for client meetings and internal events.
- Maintain the highest standards of presentation throughout the office.
Office & Facilities Management
- Oversee the daily operation and functionality of the office environment.
- Conduct regular workplace inspections to ensure facilities remain organized, safe, and fully operational.
- Manage office spaces, meeting rooms, kitchen areas, lounges, and shared facilities.
- Act as the primary liaison with the landlord, building management, and external service providers.
- Maintain oversight of office equipment, supplies, storage areas, and workspace allocation.
- Coordinate minor maintenance requirements and workplace improvements.
- Support health, safety, and emergency preparedness initiatives.
Vendor & Operational Management
- Manage relationships with office vendors and external suppliers.
- Coordinate procurement of office supplies, food and beverage services, and workplace consumables.
- Monitor inventory levels and ensure timely replenishment of supplies.
- Support invoice processing and office-related expenditure tracking.
- Ensure smooth delivery of all workplace services.
Meetings, Events & Hospitality
- Coordinate the planning and execution of meetings hosted at the office.
- Support leadership meetings, partner meetings, and visits from international colleagues.
- Assist in organizing employee engagement activities, social events, and office celebrations.
- Coordinate logistics for client events and external gatherings.
- Ensure all events are delivered to a high professional standard.
Team Support & Office Operations
- Provide practical administrative support to consultants and Executive Assistants as needed.
- Serve as the local point of contact for basic workplace technology and facilities-related issues, partnering with the Service Desk when required.
- Support onboarding activities, including workspace setup, building access, and equipment coordination for new hires.
- Identify opportunities to improve office processes, efficiency, and employee experience.
Success Criteria
Operational Excellence
- Anticipates needs and takes action without being prompted.
- Demonstrates strong accountability and follow-through.
- Consistently delivers solutions and ensures operational excellence.
Service Excellence
- Creates a positive and memorable experience for employees, candidates, clients, and visitors.
- Builds strong relationships through a professional, responsive, and customer-focused approach.
Organization & Attention to Detail
- Effectively manages multiple priorities in a fast-paced environment.
- Maintains exceptional attention to detail and operational standards.
- Ensures nothing falls through the cracks.
Relationship Building
- Enjoys working with people and building connections across all levels of the organization.
- Communicates confidently and professionally with both internal and external stakeholders.
- Is comfortable providing guidance and following up on workplace-related matters.
Commercial Awareness
- Understands that the workplace experience is an extension of the firm's brand and reputation.
- Maintains a strong focus on quality, professionalism, and continuous improvement.
Ideal Candidate
- Previous experience in office or facilities management, workplace operations, hospitality, executive support, or a similar role.
- Strong organizational skills and the ability to manage multiple priorities effectively.
- Excellent communication and interpersonal skills, with a confident and professional approach.
- A proactive, hands-on attitude and a genuine commitment to delivering excellent service.
- The confidence to work independently, take initiative, and assume ownership of responsibilities.
- Proficiency in Microsoft Office and workplace collaboration tools.
- Fluency in Norwegian and English, both written and spoken.
Skills Required
- Previous experience in office or facilities management, workplace operations, hospitality, executive support, or a similar role
- Strong organizational skills and ability to manage multiple priorities effectively
- Excellent communication and interpersonal skills with a confident and professional approach
- Proactive, hands-on attitude and genuine commitment to delivering excellent service
- Confidence to work independently, take initiative, and assume ownership of responsibilities
- Proficiency in Microsoft Office and workplace collaboration tools
- Fluency in Norwegian and English, written and spoken
Spencer Stuart Compensation & Benefits Highlights
The following summarizes recurring compensation and benefits themes identified from responses generated by popular LLMs to common candidate questions about Spencer Stuart and has not been reviewed or approved by Spencer Stuart.
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Fair & Transparent Compensation — Pay is considered competitive for the work, and employer‑posted ranges for core roles align with a “fair pay for job” theme. Feedback suggests many roles in major markets feel appropriately benchmarked against peers.
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Healthcare Strength — Health insurance is frequently described as comprehensive, with some noting low‑cost or employer‑paid coverage and strong plan quality relative to peers. Wellness and mental‑health programs further bolster the medical offering.
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Parental & Family Support — Paid parental leave for mothers and fathers is characterized as generous. Flexibility and remote‑work options in some roles support family needs.
Spencer Stuart Insights
What We Do
At Spencer Stuart, we know how much leadership matters. We are trusted by organizations around the world to help them make the senior-level leadership decisions that have a lasting impact on their enterprises. Through our executive search, board and leadership advisory services, we help build and enhance high-performing teams for select clients ranging from major multinationals to emerging companies to nonprofit institutions. Privately held since 1956, we focus on delivering knowledge, insight and results through the collaborative efforts of a team of experts — now spanning more than 70 offices, over 30 countries and more than 50 practice specialties. Boards and leaders consistently turn to Spencer Stuart to help address their evolving leadership needs in areas such as senior-level executive search, board recruitment, board effectiveness, succession planning, in-depth senior management assessment, employee engagement and many other facets of culture and organizational effectiveness.
