Office Operations Coordinator (Fixed-term, Parental Leave)

🚀 CUJO AI® is a leader in artificial intelligence solutions for network service providers. We use machine learning and real-world data to develop cybersecurity, device intelligence, and parental control solutions that make internet connections safer for millions of homes. 

About the Role

We are looking for an Office Operations Coordinator (Fixed-term) to join our Business Operations team in Helsinki, Finland. 

As part of the Business Operations team, you will undertake and manage administrative tasks for local offices in Norway and Finland, ensuring smooth daily operations and providing essential support to rest of the staff. 

In addition to local responsibilities in Finland and Norway, the Office Operations Coordinator assists the wider Global Business Operations team with projects and tasks that impact our global operations. 

Our offices are a core pillar in our company culture, therefore, in the role of Office Operations Coordinator, they are expected to foster the company culture and bring it to life.   

This is a part-time (80%) on-site position based in Espoo, Finland, with occasional travel to our Oslo office. 

The role is a fixed-term parental leave substitute (March 2026 – September 2027).

In This Role, You Will: 

Local Office Coordination (Finland and Norway)

• Coordinate office activities to ensure efficiency and compliance with company policies. 
• Oversee daily office operations, including maintenance, shipping, supplies, equipment, and errands. 
• Manage office physical security and secure storage of documentation. 
• Monitor and replenish office supplies, meals, and snacks for both offices. 
• Negotiate contracts and pricing with office vendors, services providers, and landlords. 
• Manage office systems and access (e.g., parking, meeting room bookings, office access). 
• Organize office layout and order stationery and equipment. 
• Act as the main point of contact for landlord communications. 
• Oversee cleaning staff and ensure a safe, clean working environment. 
• Arrange in-house or off-site activities and events, like parties and meetings. 
• Manage shipments and liaise with customs. 
• Other general administration tasks including invoice handling and company intranet maintenance. 

Health and Safety

• Act as Occupational Safety and Health Manager, representing the employer in safety cooperation. 
• Manage health & safety and fire safety documentation and organize employee training. 
• Serve as the main point of contact for occupational healthcare; manage related admin tasks and assist employees with healthcare-related queries. 
• Coordinate occupational health services and annual planning with healthcare providers.  

Local HR Assistance

• Onboarding and offboarding processes for Finland.  
• Partner with HR to update and maintain local office policies.  
• Coordinate possible relocations cases in Finland together with HR.  
• Organize gifts for employee milestones and celebrations.  

Global Business Operations Support

• Take on global tasks and projects assigned by the VP of business Operations.  
• Support the Business Operations Manager in budget compliance, issue resolution, and administrative tasks, including documentation and coordination with local authorities.  
• Prepare and submit reports, presentations, and proposals.   

What We’re Looking For: 

• Customer service attitude with a focus on creating a positive experience for employees and visitors. 
• Ability to set a good example through professional behavior and actions, fostering a collaborative and respectful work environment. 
• Excellent problem-solving skills to handle challenges proactively and find practical solutions. 
• Ability to collaborate effectively and build strong relationships across teams and locations. 
• Exceptional organizing skills to manage multiple tasks, priorities, and deadlines efficiently. 
• High level of initiative, with the confidence to take ownership and drive improvements without waiting for direction. 

Strong communication skills to interact effectively with colleagues, vendors, and stakeholders. 

• Fluency in English (spoken and written). 
• Fluency in Finnish (spoken and written). 

Proficiency in MS Office and ability to quickly learn new tools and systems. 

What Will Make You Stand Out:  

• Experience in multi-location office management and coordination. 
• Knowledge of Finnish health & safety regulations and the occupational healthcare system. 
• Familiarity with HR processes, especially onboarding and offboarding. 
• Positive energy and a passion for creating an outstanding workplace experience. 

Why Join CUJO AI? 

• Flexible work, ambitious projects and meaningful cause.   
• Career Growth – Training bonuses and other learning opportunities. 
• Performance Bonuses – Company-wide annual bonus program. 
• Referral Rewards – Earn up to €1,000 for referring new hires. 
• Team Gatherings – Annual company events and team activities. 
• Benefits Package that includes health insurance benefits and more! 

At CUJO AI, we value innovation, collaboration, and continuous improvement. Join us and work on technology that makes the internet safer! 

📅 Apply by February 1, 2025 – but don’t wait! We’ll hire as soon as we find the right person. 

📩 Apply via our recruitment portal. Questions? Email us at [email protected].