Are you a true people person, with excellent organizational & planning skills, eager to contribute to workplace happiness & to have an impact on maintaining the Penneo culture and values as we grow?

Who we are looking for:

We are currently looking for a full-time Office Manager/HR Assistant to join our People & Culture team in Copenhagen as soon as possible. As the Penneo team is currently growing very fast, you will be the one to help organize our office and relevant admin tasks and provide a fantastic workplace experience to all of us. At the same time, you will assist the People & Culture team with different HR admin tasks, especially in relation to providing a smooth and exciting onboarding experience to our new colleagues. Ultimately, your mission will be to contribute to overall people happiness and engagement in the office! 

Who is Penneo

Before telling you who we are and what we do, let us say that the most important asset at Penneo is our PEOPLE. Our workplace culture is open, inclusive, respectful and driven by the mindset that we are all one big family. For that reason, we are not simply looking for new employees, we are looking to form new long-term relationships with people that can resonate with our culture and values. These include vulnerability, responsibility, transparency, agility, alignment, bravery and unity. Penneo strives to make work fun and succeed in our people waking up in the morning and being excited about coming to the office, which is why we want all Penneos to work for a mission, not for a workplace. 

Our mission is to help companies manage and automate their digital signing processes and documents in a fast, streamlined and effortless way, while at the same time allow them to be fully compliant and secure, thus tackling today’s compliance and security challenges. In addition, we want to contribute to building a more environmentally friendly world, by making businesses go paperless!

Founded in 2014, Penneo is now a SaaS scale-up company of 50 colleagues and growing,  working with more than 1600 customers in the Nordic Region. Already we work with major audit firms and our client base is rapidly expanding. We are now a multicultural, tech company that comprises 18 nationalities and growing at full speed, and we were listed on Nasdaq First North on June 2nd, 2020.

Areas of responsibility

Main tasks & responsibilities in this role would be to:

• Organize the office layout and order stationery and equipment, as well as ensure a smooth delivery process.

• Answer the doorbell for deliveries, as well as let guests in on a case by case basis. You would play a key part in making a good first impression on behalf of Penneo for our guests, clients, vendors and colleagues.

• Manage contract and price negotiations with office vendors and service providers.

• Maintain the office condition and arrange for necessary repairs with external suppliers.

• Be the Admin for our Microsoft account, our alarm system, as well as our telecommunications providers and provide relevant support and help to colleagues for any queries regarding the above.

• Work closely together with our People & Culture team to update and maintain office policies , assist with internal communication, employee onboarding & offboarding etc.

• Create new keys, new phone numbers and alarm codes for new employees.

• Assist with business travel arrangements.

• Assist with planning in-house or off-site activities, like all hands meetings, Penneo Culture Club events, parties, celebrations, company events and trips. 

• Liaise with facility management vendors, including security and catering services and ensure our pantry is always stocked, in collaboration with our Cook-Housekeeper, Carmen, who is responsible for maintaining the office clean and tidy and for preparing lunch, drinks and snacks for all of her hungry and hard working colleagues.

Skills and experience

We imagine that you are a people person with excellent communication, organizational and planning skills, who makes an effort to pay attention to those small details that can make our lives so much easier and our days so much brighter. 

We value teamwork and responsibility, as well as vulnerability and bravery, and we have a flat organization structure. This means that there are no “closed doors” in the company and that everyone is equally respected and trusted for the experience, knowledge and skills that they bring to the table, as well as expected to take ownership and shape their role in collaboration with their team and leader. We expect that you are brave enough (or willing to be) to admit and learn from your mistakes, ask for help when you need it, as well as be a creative mind with an ability to suggest improvements in relation to different processes. 

We are ready to put our trust in you; all you have to do is show us you can lead the way in this role! 

Some skills, or... cards up your sleeve, that we expect you have are:

• Experience with a variety of office software (e.g. Good Monday) and the ability to accurately handle administrative duties.

• Experience with HR software, such as onboarding software, HRIS, or applicant tracking systems would be a plus, as well as experience with G-Suite and Google Drive.

• Excellent language skills in English. In addition, a basic level of understanding and communicating in Danish will be a big plus for this role.

• Experience working in an international and/or fast paced technology/ scale-up environment. 

• High levels of empathy/cultural intelligence and a hospitality mindset are a must, as well as strong interpersonal skills and good professional manners. 

• A big interest and/or experience in HR and/or HR law and a willingness to contribute to employee/workplace happiness is important for you to succeed in this role.

• Technical knowledge and a tech savvy mindset.

• Calendar management skills would be a big plus.

• Proven experience as an Office Manager, Administrative Assistant or Secretarial Support, especially in Denmark, could be a plus, but your administrative, organizational and other skills might be coming from somewhere else - let us know in your cover letter.

What will your day look like:

You will be working closely with the People & Culture team and regularly coordinate with both the Culture & People Lead, whom you will report to, and the Head of People & Culture, in order to better align on team and individual goals. Your ultimate purpose would be to further shape and maintain a well-functioning and enjoyable workplace environment, in collaboration with the People & Culture team. In this role, no two days will probably be the same, as the team is growing fast, and so do our needs. We expect that you should enjoy being part of a fast-paced environment and wearing many hats in this position, as well as collaborating with different departments on an everyday basis.

Apply to join us if you want to:

• Have the opportunity to be strategic about how office management should be done at Penneo and ultimately define the role and its responsibilities and have an impact on shaping and maintaining the Penneo culture and workplace experience.

• Have the opportunity to work closely with HR admin and other relevant tasks within People & Culture and ultimately transition into an HR role in the future.

Apart from that, we also offer:

• An open and informal workplace culture, where all team members respect one another and assume responsibility and accountability for their work, while also having fun! 

• Lots of responsibility and opportunities to learn and develop your career. 

• Office location in the city center, close to public transportation and vibrant social life.

• Monthly Friday Bars and lots of social events

• Yearly team camps to exciting locations, so that we can charge our batteries and bond as a team.

• Catered and delicious lunch every day

• Private health insurance (we’ve got you covered!)

• Football table and PS4 (because we all need a break to relax our mind during work)

• Competitive salary, depending on qualifications and experience

If what you are reading peaks your interest and you feel you might be who we are looking for, go ahead and send us your application (CV and cover letter in English).

You are also welcome to call Tonia Michalopoulou/ People & Culture Lead, at +45 71 74 83 89 or book a video call with her via calendly.com/tonia-michalopoulou-penneo if you have questions before applying, 

Best of success with your application!