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Office Manager-Fixed Term Contract

Helsinki, Uusimaa, Finland

Company Overview

Throughout our worldwide network of experts, clients and communities, we are renowned for our leadership in fire protection engineering – a legacy of responsibility we have proudly upheld since 1939. Today, our expertise extends broadly across closely related security and risk-based fields – from accessibility consulting and risk analysis to process safety, forensic investigations, security risk consulting, emergency management, digital innovation and more.

Our engineers and consultants collaborate to solve complex safety and security challenges, ensuring our clients can protect what matters most. For over 80 years, we have helped mitigate risks that threaten lives, property and reputations. Through technology, expertise and industry-leading research, we remain dedicated to our purpose of making our world safe, secure and resilient.

At Jensen Hughes, we believe that creating and sustaining a culture of trust, integrity and professional growth starts with putting our people first. Our employees are our greatest strength, and we value the unique perspectives and talents they bring to our organization. 

Our wide range of Global Employee Networks connect people from across the organization, supporting career development and providing forums for individuals to share experiences on topics they're passionate about. Together, we are cultivating a connected culture where everyone has the opportunity to learn, grow and succeed together.

Job Overview

Jensen Hughes have an opportunity for an experienced detail orientated Office Manager. Supporting our teams of Engineers this role will be based from our Helsinki office.

This role will be a fixed term temporary contract from June 2025 – October 2026.

The Office Manager manages support functions and their development and is the point of contact (POC) in all support function matters.

Support functions include e.g., real estate, IT, finance, marketing, billing, payroll, benefits, sales development, proposal and contract preparation, insurances, procurement, quality, integration

As a business, we work for clients consulting and advising on fire engineering. Our clients trust us to respond rapidly and deliver conclusive reports, of the highest technical standard.

Responsibilities

HR
Acting as a supervisor
Benefit management
On and offboarding
Stakeholder and contract management
Preparing and issuing policies
Supporting in internal developments
Insurance POC
Occasional event and travel planning and management

Proposal/project/contract/PO management
Project and proposal management (assisting with proposals, contracts, contacting customers, searching for information, etc.)
Preparing proposals (offer template, reference list, CV update)
Pre-reading contracts
Preparing contracts
Creating projects if necessary
Customer service

Billing
POC in all billing related matters internally and externally
Preparing invoice materials
Customer service

On a less frequent but ongoing basis:

Real estate
Lease management
Stakeholder and contract management
Communication

IT
POC between IT and local team

Marketing and sales
Support in development tasks

Procurement

Quality
Supporting quality management and performance

Integration
Change management

Requirements and Qualifications

This role would suit someone with experience within a professional services or consultancy firm ideally with exposure to invoicing and financial processes.

  • A confident communicator happy to liaise with engineering staff at all levels in the organization and external customers.
  • Fluency in both Finnish and English languages.
  • Experience in a self-driven administrative role with many conflicting priorities.
  • Experience with detail accuracy relating to financial data.
  • A professional, flexible and pragmatic approach.
  • Excellent IT skills (particularly Microsoft packages) and the ability to readily pick up new tools and packages.
  • A degree or higher qualification in business administration, international business studies or law would be preferred

#LI-MR1

 

Jensen Hughes is an Equal Opportunity Employer. Qualified candidates will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.


The security of your personal data is important to us. Jensen Hughes has implemented reasonable physical, technical, and administrative security standards to protect personal data from loss, misuse, alteration, or destruction. We protect your personal data against unauthorized access, use, or disclosure, using security technologies and procedures, such as encryption and limited access. Only authorized individuals may access your personal data for the purpose for which it was collected, and these individuals receive training about the importance of protecting personal data.  Jensen Hughes is committed to compliance with all relevant data privacy laws in all areas where we do business, including, but not limited to, the GDPR and the CCPA.  Additionally, our service providers are contractually bound to maintain the confidentiality of personal data and may not use the information for any unauthorized purpose.

 

*Policy on use of 3rd party recruiting agency for direct placements

Jensen Hughes will occasionally augment a recruiting search through agencies for certain positions when business conditions warrant. Jensen Hughes will not accept resumes, inquiries or proposals from recruiting agencies as an acceptable method to consider a candidate. 3rd party recruiting agencies must sign a standard Jensen Hughes agreement after being evaluated and accepted by a Human Resources or Talent Acquisition manager, or member of the talent acquisition team. Hiring managers and employees of Jensen Hughes are not authorized to accept resumes, engage in fee-based searches through recruiting firms or sign a search agreement. Please note this policy does not apply to “staffing firms” or firms that are involved with hiring temporary staff. Any recruiting agency interested in being considered may contact our recruiting team at jensenhughesrecruiting.com.

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