Office Manager & Corporate Services Coordinator

Title        Office Manager & Corporate Services Coordinator        

Department   Nordic Distribution Team

Location         Stockholm

Reports To     Head of Nordics & Benelux

Level       Assistant Manager

Please note that this role is offered on a fixed-term contract until early August 2027 to cover a maternity leave.

We’re proud to have been helping our clients build better financial futures for over 50 years. How have we achieved this? By working together - and supporting each other - all over the world. So, join our Nordic Distribution team and feel like you’re part of something bigger.

About your team :

The Fidelity Nordic Distribution Team consists of seven professionals operating across the Nordic markets. The primary hub is located in Stockholm, where the Head of Nordics & Benelux is based alongside a Sales Manager, Sales Support Specialist, Marketing Manager, and Office Manager. A second hub in Copenhagen is home to two additional Sales Managers.

The team is highly experienced, collaborative, and technically skilled, providing expert support and tailored investment solutions to some of the most sophisticated institutional and wholesale investors in the region. Their deep market knowledge and strong client focus enable them to effectively address the complex needs of the Nordic investment landscape.

About your role :

The Office Manager & Corporate Services Coordinator is responsible for ensuring the efficient day-to-day operation of the Stockholm office while providing administrative, financial, facilities, and business support across the Nordic region. The role serves as a key liaison between employees, vendors, Corporate Services, IT, Finance, and external service providers, ensuring a safe, well-functioning, and professional office environment.

Key Responsibilities :

The role combines office management, financial administration, facilities coordination, IT liaison responsibilities, business support, and business continuity management. The position plays a critical role in ensuring a safe, efficient, and professional working environment while supporting employees and business activities throughout the Nordic region.

Office Administration & Reception :

• Manage office access and respond to building entry requests.
• Receive and distribute incoming mail, newspapers, and deliveries.
• Maintain office supplies and coordinate purchasing activities.
• Ensure office facilities are properly maintained and arrange repairs when needed.
• Act as the primary contact for office-related vendors and service providers.
• Support office relocations, workspace changes, and facility projects.

Finance & Invoice Management :

• Process supplier invoices through internal finance systems.
• Create and manage Purchase Orders (POs) in Anaplan.
• Submit invoices for payment and ensure proper coding and approvals.
• Manage payments made via P-card and other approved payment solutions.
• Maintain vendor records and update supplier information.
• Follow up on overdue invoices and coordinate with Accounts Payable and procurement teams.
• Support budgeting and cost control activities related to office operations and marketing expenses.

Expense Management :

• Administer employee expenses and reimbursements through Concur.
• Review, collect, and upload receipt documentation.
• Support expense reporting processes across the Nordic region.
• Ensure compliance with company expense policies.

Corporate Services & Facilities Management :

• Serve as the local Corporate Services contact for Sweden and provide support across Denmark and Finland.
• Coordinate building maintenance, inspections, security measures, and office improvements.
• Manage relationships with landlords, contractors, and facility service providers.
• Coordinate technician visits and ensure permits and preparations are in place.
• Monitor workplace safety and ensure fire safety requirements are maintained.
• Receive and coordinate internal deliveries and office logistics.

IT Coordination :

• Act as the primary liaison between the office and IT departments.
• Support office technology upgrades and infrastructure changes.
• Coordinate and assist with technical installations and troubleshooting.
• Provide local support during office technology projects, including activities outside normal business hours when required.

Sales & Marketing Support :

• Assist with meeting planning, agendas, transportation bookings, and visitor arrangements.
• Coordinate catering and hospitality services for client meetings and office events.
• Support internal and external marketing events.
• Assist with administrative and financial activities related to marketing initiatives

Business Continuity & Compliance :

• Maintain and update the Business Continuity Plan (BCP).
• Support annual reporting requirements and internal sustainability or consumption reporting.
• Ensure office operations comply with company policies and regulatory requirements.
• Support health, safety, and operational risk management activities

About you :

• Strong organizational and administrative skills.
• Experience with invoice processing, purchase orders, and expense management.
• Excellent stakeholder management and vendor coordination abilities.
• Ability to manage multiple priorities and work independently.
• Strong communication skills and service-oriented mindset.
• Fluent in both Swedish and English
• Experience working with Finance, Facilities, IT, and Corporate Services functions.
• Proficiency in Microsoft Office and financial systems such as Concur and Anaplan

Feel rewarded :

For starters, we’ll offer you a comprehensive benefits package. We’ll value your wellbeing and support your development. And we’ll be as flexible as we can about where and when you work – finding a balance that works for all of us. It’s all part of our commitment to making you feel motivated by the work you do and happy to be part of our team. For more about our work, our approach to dynamic working and how you could build your future here, visit careers.fidelityinternational.com.

For more about our work, our approach to dynamic working and how you could build your future here, visit careers.fidelityinternational.com