Office Manager

Office Manager
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IQM is a global leader in designing, building, and selling superconducting quantum computers. IQM provides both on-premises full-stack quantum computers and a cloud platform to access its computers anywhere in the world. IQM customers include the leading high-performance computing centres, research labs, universities and enterprises which have full access to IQM's software and hardware. IQM has over 300 employees with offices in Finland, Germany, France, Spain, Poland, Italy, Singapore, South Korea, Japan and the US.

www.meetiqm.com

In this role, you’ll help keep IQM running smoothly behind the scenes, from day-to-day office operations and facilities to supplies, vendors, and internal events. You’ll help create a welcoming, well-organized workspace and shape a great employee experience, so everyone can focus on doing their best work.




WHAT WILL I BE DOING?
Office Operations and Workflow Efficiency

* Office Mailbox and Ticket Management: Independently manage the office mailbox and Jira ticket system, ensuring timely responses and resolution of requests.


* Reception and Visitor Management: Provide general support to visitors, maintain visitor logbooks, and handle NDAs/CDAs to ensure a professional front-office experience.


* Facilities and Supplies Management: Monitor and maintain office and F&B supplies, equipment, and other essentials to ensure smooth operations. Oversee car park, errands, mailing, shipping, and vendor coordination.


* Travel and Event Support: Assist with travel arrangements and participate actively in the planning and execution of internal company events.


* Office Equipment and IT Coordination: Coordinate with IT for office equipment needs and manage phone contracts, new subscriptions, and changes.



Document Management and Process Optimization

* Filing and Documentation Standards: Ensure office filing systems are organized, current, and accessible.


* Document e-Signing: Take ownership of document e-signing responsibilities using tools such as Scrive, ensuring compliance and timely execution.


* Policy Implementation: Develop and implement office policies and procedures, setting standards to guide the operation of the office.



Information Updates, Reporting, and Process Tracking

* Project Review and Reporting: Perform analysis of special projects (e.g., office moves, renovations) and keep management informed on progress, outcomes, and required actions.


* Process and Procedure Monitoring: Review, maintain, and improve office operational processes to ensure efficiency and effectiveness.



Cross-Functional Coordination and Process Documentation

* Vendor and Service Provider Liaison: Serve as the point of contact for vendors and service providers, ensuring smooth collaboration and timely delivery of services.


* HR and Employee Coordination: Partner with HR to support onboarding and offboarding processes, benefit enrolment, and health and safety initiative.


* Office Staff Coordination: Organize and coordinate office staff activities to ensure maximum efficiency and effective task delegation.


* Operational Excellence: Develop and promote standards and activities that enhance operational procedures and cross-functional workflow.






WHAT EXPERIENCE AND SKILLS DO I NEED?
* 3+ years in a similar role, ideally in hospitality or office support.


* Fluent in English and Finnish.


* Service-minded and approachable, with strong interpersonal skills.


* Excellent organizational skills: multitasking, inventory/supply management, administrative support, and basic budgeting.


* Proactive, hands-on, detail-oriented, and able to take ownership of tasks independently.


* Collaborative, confident, self-managing, and committed to continuous improvement.