Overview
Facilities and Office Coordinator Jobs in Vienna, Austria at SoTalent
Title: Facilities and Office Coordinator
Company: SoTalent
Location: Vienna, Austria
Facilities & Workplace Coordinator | Office Operations & Executive Support | Vienna (Hybrid)
About the Role
We are seeking a highly organised and proactive Facilities & Workplace Coordinator to ensure smooth day-to-day office operations while also providing administrative support to leadership and commercial teams.
This is a hands-on, high-ownership role at the centre of a fast-paced, international environment. You will be the key point of contact for workplace operations, vendor coordination, and internal office support—helping create an efficient, well-run, and positive working environment.
What You Will Do
Office & Workplace Operations
- Coordinate daily office operations and act as the main point of contact for internal requests via ticketing systems (e.g. Jira/Helpdesk)
- Liaise with external vendors, landlords, and service providers for maintenance, repairs, and office services
- Manage office supplies, procurement, purchase orders, and invoice coordination with Finance
- Support health, safety, security, and compliance requirements across the workplace
- Organise meeting rooms, office events, and catering arrangements
Business & Executive Support
- Provide administrative support to sales and leadership teams, including scheduling, documentation, and presentation preparation
- Assist with customer-facing coordination for selected B2B activities (preparation and follow-ups)
- Support internal events, team coordination, and ad hoc operational requests
- Maintain and update internal communication channels and office documentation
Process & Coordination
- Prioritise and manage multiple incoming requests in a fast-paced environment
- Support cross-functional workplace initiatives and process improvements
- Contribute to a well-organised, efficient, and positive office culture
What You Bring
- Experience in office administration, facilities coordination, workplace operations, or similar support roles
- Strong organisational skills with the ability to manage multiple priorities simultaneously
- Comfortable working in fast-paced, international environments
- Excellent communication skills in German (C1+) and English
- Confident with Google Workspace (Docs, Sheets, Slides, Calendar) and basic MS Office tools
- Proactive, service-oriented mindset with strong attention to detail
- Able to work independently while collaborating effectively across teams
What We Offer
- A varied, high-impact role at the heart of daily business operations
- International and collaborative working environment
- Opportunity to grow into broader operations, workplace, or business support roles
- Exposure to leadership, commercial teams, and cross-functional projects
- A supportive team culture where initiative and ownership are valued
Culture & Values
We believe in responsibility, delivery, and care:
- Lead: Take ownership and drive improvements
- Deliver: Execute with reliability and quality
- Care: Support colleagues, customers, and the working environment
We welcome diverse backgrounds and perspectives, and value what each individual brings to the team.
Location
Vienna, Austria (Hybrid)
