Office & Workplace Representative, Nordics

Description

As an Office & Workplace Representative you will coordinate office space, equipment, facilities and general administration to ensure the Copenhagen office runs smoothly, safely and efficiently. The role supports the day-to-day functioning of the office, including facilities coordination, meeting room readiness, local purchasing, mail and shipments, employee support, travel coordination, company activities, company car administration, and general administrative support to the General Manager and senior stakeholders### Role expectations

Office Management, Administration and Workplace Support* Coordinate day-to-day office management and general administration, ensuring the Copenhagen office operates efficiently and in line with company procedures and policies.

• Act as a key point of contact for office, facilities and administrative requests from employees and visitors, providing timely and service-minded support.
• Handle local purchasing, including office supplies, beverages and services, in line with company policies.
• Coordinate office space, equipment, furniture and meeting rooms, including cleaning, repairs, upgrades and room readiness for daily use, meetings and visitors.
• Coordinate mail, shipments, and general front desk or reception-related services as needed.
• Support the implementation and maintenance of office procedures, local email distribution lists and internal communication tools.
• Contribute to a welcoming, inclusive and well-functioning workplace environment.

Onboarding, Offboarding and Employee Support* Support office and administration-related onboarding and offboarding activities for new hires, leavers and remote or field-based employees.

• Coordinate with HR and IT to help ensure new hires are equipped with the required computers, phones and other devices according to their role.
• Train new hires on administrative procedures and support onboarding of vendors in internal systems.
• Coordinate offboarding, including checking returned equipment and arranging shipment with IT in Poland where relevant.

Office / Facilities management* Coordinate office and facilities operations, including office space, equipment, furniture, cleaning, repairs and upgrades.

• Follow up on service contracts and maintenance agreements to ensure a safe and secure work environment.
• Maintain contact with the landlord or property manager regarding building-related matters and follow up where needed.
• Ensure employees are supported with necessary workplace equipment and that meeting rooms are prepared daily.
• Support workplace safety activities and coordinate with relevant providers or internal stakeholders when action is required.
• Handle local technical equipment issues outside IT scope and escalate when needed.

IT support (when no local IT engineer is located in the respective office)* Support local IT onboarding activities, including desk setup and basic infrastructure in coordination with IT.

• Provide first-level support for basic IT questions on the ground and escalate issues to IT when required.
• Coordinate with IT on office equipment, new hire devices, offboarding equipment checks and shipments.
• Support local IT inventory tracking and equipment coordination.
• Prepare conference rooms and technical set-up for larger meetings and events.

Finance, Procurement and Vendor Management* Create PRs and POs in SAP and act as the main point of contact for AP-related queries from internal teams.

• Process invoices, travel expenses and other expenditures in a timely manner.
• Manage purchasing and expenditure administration for supplies, beverages, services and other local office needs.
• Onboard vendors in internal systems and support vendor payment processes.
• Coordinate with external vendors, contractors and service providers on practical office and facilities matters.

Company activities & event management* Coordinate internal employee events, including sales meetings, holiday celebrations and other local company activities.

• Support practical event logistics, including meeting room set-up, catering, supplier coordination and completion of required administrative tasks.
• Coordinate customer-facing events in collaboration with local Marketing, either in the office or at external locations.
• Work with teams and senior stakeholders across the business to schedule, plan and deliver projects, meetings and events.

Company car* Support the fleet manager on company car and fleet administration.

• Act as the first point of contact for employees and fleet vendors, supporting fleet optimization and driver-related administrative tasks.

Travel* Support the Nordic team and management with travel arrangements and related logistics.

• Act as the main point of contact with the travel agency to resolve employee booking issues when needed.
• Train employees on travel expenses, approvals and compliance with business guidelines and requirements.

Support General Manager and The Nordic Management Team* Provide general administrative support to the General Manager and senior stakeholders, including travel, scheduling, document preparation and meeting coordination.

• Coordinate calendars and schedules when requested.
• Take meeting minutes and support cross-functional projects and events as needed.
• Support agile workflows and day-to-day business needs through reliable administrative assistance.

What we're looking for

• 4+ years of directly related experience, preferably gained in an international environment.
• Strong organizational abilities and attention to detail.
• Proficient in Microsoft Office and general IT tools.
• Skilled at handling multiple priorities, meeting deadlines and maintaining clear communication.
• Proactive problem-solver with a high sense of accountability.
• Demonstrates urgency and responsiveness in addressing customer needs.

About Align Technology

Your growth and well-being:

At Align, every smile matters. We’re committed to helping you thrive by supporting the health, growth, and well-being of our team members through a variety of tools and programs. While specific offerings may vary by location and role, Align employees can typically expect:* Health and well-being programs to keep you thriving in both body and mind.

• Employee-exclusive discounts on Invisalign products.
• Learning opportunities through online learning resources and support for your individual development plans.
• Inclusive, global workplace that fosters collaboration, recognition and belonging.

Country and/or role specific details will be shared with you by your recruiter during the interview process.

Discover Align:

We are a global community of game-changers and smart team players, united by our belief in the power of a smile. Our dynamic team of exceptional employees is dedicated to transforming the industry and creating extraordinary outcomes every day.

Align’s core values of agility, customer, and accountability are more than words to work by, they are words we live by. The actions we take every day speak to who we are as a company and our focus on being truly impactful. We celebrate our differences, and the many ways we support one another— ultimately creating a more inclusive organization and world as we continue transforming smiles and changing lives.

We foster a culture where thinking differently and seeking new experiences are not just encouraged but celebrated. With the Align Mindset, we empower each other, ensuring every voice is heard and valued in an inclusive environment that inspires creativity and collaboration.

At Align, we believe in the power of a smile, and we know that every smile is as unique as our employees. As we grow, we are committed to building a workforce rich in diverse cultural backgrounds and life experiences, fostering a culture of open-mindedness and compassion. We live our company values by promoting healthy people and healthy communities, all with the intent of changing millions of lives, one unique smile at a time.

As part of our commitment to innovation, Align Technology includes exocad and Cubicure, companies that enhance our offerings and extend our impact to industry transformation.

Eager to learn how we embrace our global differences and nurture employee well-being?

Explore Align's culture here!

Want to discover more about exocad and Cubicure? Click on their names for additional information.

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Equal Opportunity Statement:

Align Technology is an equal opportunity employer. We are committed to providing equal employment opportunities in all our practices, without regard to race, color, religion, sex, national origin, ancestry, marital status, protected veteran status, age, disability, sexual orientation, gender identity or expression, or any other legally protected category. Applicants must be legally authorized to work in the country for which they are applying, and employment eligibility will be verified as a condition of hire.