Facility Coordinator/Office Assistant

Apleona | IBM Office, Helsinki

Permanent, Full-Time

Are you a service-minded and proactive professional who enjoys keeping things running smoothly behind the scenes? Apleona is looking for a Facility Coordinator/Office Assistant to join their team and support daily operations at IBM’s office in Helsinki.

In this role, you will act as Apleona’s on-site representative and play a key part in ensuring a high-quality workplace experience. You will work closely with the client, suppliers, and colleagues to coordinate facility-related services and maintain a safe, efficient, and welcoming office environment.

Your Responsibilities will include:

· Coordinating day-to-day facility operations within the office

· Managing suppliers and service providers, such as cleaning, maintenance, and other contractors

· Acting as the primary contact for facility-related requests from employees and stakeholders

· Receiving and distributing packages and coordinating deliveries

· Liaising with landlords and property service providers regarding maintenance issues

· Processing supplier invoices and creating purchase orders

· Following up on quotes, documentation, and service requests

· Conducting workplace inspections and supporting health & safety activities

· Monitoring office equipment and ensuring facilities operate efficiently

· Supporting administrative tasks for Apleona and other client locations when needed

The position is primarily office-based and focused on coordinating services and supporting workplace operations behind the scenes. We are looking for someone who enjoys helping others and takes ownership of their work.

To succeed in this role, you have:

· Fluency in both Finnish and English

· A service-oriented and proactive mindset

· The ability to work independently and prioritize tasks effectively

· Strong communication and interpersonal skills

· A flexible attitude and willingness to take on a variety of tasks

· Good organizational skills and attention to detail

· Good knowledge of Microsoft Office applications (Word, Excel, Outlook, PowerPoint)

We Also Value:

· Previous experience in a similar role

· Experience working with suppliers and external service providers

· Understanding of workplace services or facility management environments

What We Offer

· A permanentfull-time position

· A varied and independent role in an international working environment

· The opportunity to work closely with a global client

· A supportive team and opportunities to develop your professional skills

· A workplace where service quality and collaboration are highly valued

If you enjoy creating a smooth workplace experience, building strong relationships, and solving everyday challenges, we would love to hear from you. Apply as soon as possible, as we will review applications on an ongoing basis.