Senior Office Coordinator

We are looking for a Senior Office Coordinator to join our Facility Management team as part of our Global Workplace Services (GWS) team. You will report into our Regional Facilities Manager, South Europe, located in Berlin.

The GWS team makes Spotify a great place to work by providing spaces and services that bring our culture and values to life and keep band members safe. We cover all aspects and the full life cycle of our buildings and consist of GWS Performance & PMO, GWS Enablement & Community, Real Estate, Workplace Build Projects, Workplace Experience & Support (Facility Management, Workplace IT and Travel) and Business Protection.

What You'll Do

• You will play a pivotal role bringing the Spotify culture to life in our office and overseeing the day-to-day operations in Milan by:
• Encouraging a positive workplace experience by coordinating events and initiatives that promote a sense of community.
• Being a Community X Ambassador and working with other local team members to plan fun local initiatives to increase employee engagement and employee satisfaction.
• Work closely with the rest of the South EMEA Facility Management team to improve and deliver the best workplace experience across all of our offices in the region.
• Collaborate proactively with the Global Facility Management team on a range of dynamic projects and ways of working.
• Coordinate and be responsible for office moves, reconfigurations and expansions.
• Implement and improve the services and amenities available such as our Spotifood (Snack & Beverage) program.
• Performing general maintenance tasks and collaborating with local team members, such as the landlord, building management, security and maintenance team.
• Ensuring all local laws, regulations and Health & Safety standards are maintained (including risk assessments, emergency evacuations, etc.) and keeping emergency response plans up to date.
• Working closely with our HR and Workplace IT team to support local onboarding and offboarding processes.
• Partnering closely with our IT/AV teams and suppliers to ensure office IT/AV equipment is kept in working order and maintained regularly.
• Performing general administrative tasks including but not limited to processing mail correspondence and ensuring office supplies are replenished at all times.
• Preparing and leading office budgets, tracking expenses and ensuring cost-effectiveness in all aspects of facilities management.
• Submitting forecasting, purchase orders and Invoices for Spotify Italy
• Handling vendors; negotiation and management of facilities contracts to ensure the best suppliers are providing us with the best services.

Who You Are

• You are innately passionate about workplace experience
• You are a customer service star - no requests are bothersome to you
• Excellent verbal and written skills both in Italian and English
• You have exceptional organizational and multitasking skills.
• You have a strong understanding of workplace safety regulations and compliance
• Strong attention to detail and a positive outlook
• Critical thinker and problem solver who anticipates needs
• You have good self management skills and a can-do-attitude
• You have 3+ years of experience in office and facilities operations
• You embody the Spotify values: Innovative, Collaborative, Sincere, Passionate, Playful.
• Experience with Google Suite, JIRA, and Coupa is a plus

Where You'll Be

• You will be working in our office in Milan. Travel to other locations might be required from time to time.