Office Manager

CAIA Cosmetics is a Stockholm-based global beauty brand, founded in 2018 by beauty industry veterans and experts in social media and content. We create high-performing, top-quality products at accessible price points, always crafted with intention and grounded in our Scandinavian heritage of effortlessness, warmth and clean design.

Driven by an entrepreneurial and creative spirit, CAIA blends quality and expertise with creativity and entertainment to make beauty feel inspiring, joyful and easy to use. Our world is aspirational yet attainable - rooted in access, community, inclusivity and our signature “effortless glow.”

ABOUT THE JOB

We are looking for a structured and service-minded Office Manager to join our HQ in Stockholm. In this role, you play a key part in our daily operations. You make sure our office runs smoothly, feels welcoming to colleagues and visitors, and reflects who we are as a brand.

As the main contact for colleagues in all office matters and the first point of contact for visitors and suppliers, your overall goal is to deliver world-class service and make sure our office always looks and runs at its very best. Reporting to our People & Culture Manager, you support the People team with onboarding, offboarding and the work environment. You also plan internal events in collaboration with other teams across the organisation.

This is a great opportunity for someone with a couple of years of experience in an office or service role, who has an eye for detail and wants to take full responsibility for the office at a fast-growing beauty brand.

MAIN TASKS & RESPONSIBILITIES

- Own the office experience. Lead the day-to-day running of our Stockholm office, from reception and shared spaces to meeting rooms and administrative routines, and set the standard for how it feels to work here.
- Make every day a great first impression. Ensure the office is welcoming, well-organised and ready for colleagues, candidates and partners, every single day.
- Run operations with precision. Manage purchasing, post, deliveries and office supplies, and build strong relationships with our suppliers and service partners.
- Keep the office running smoothly. Coordinate bookings, meetings, refreshments and lunches so that our teams can focus on what they do best.
- Raise the bar continuously. Challenge how things are done today and proactively develop the routines and processes that make the office work better for everyone.
- Be a key partner to our People team. Help create outstanding onboarding and offboarding experiences and contribute to a healthy, inspiring work environment.
- Bring our culture to life. Plan and deliver internal events together with our marketing team and Creative Director, moments that bring people together and reflect who we are.
- Help shape an exceptional workplace. Take an active role in internal initiatives and contribute to building one of the best places to work, with a culture people are proud to be part of.

The role is broad and hands-on. You make things happen, get the details right and support teams across the whole organisation.

Q UALIFICATIONS & PERSONAL SKILLS

WHO YOU ARE

You take real pride in service and full ownership of your work, and you’re the kind of person who notices what needs doing before anyone asks. You meet colleagues and visitors with warmth, confidence and clarity, and people leave every interaction feeling taken care of. You’re highly structured, thrive working independently and keep a cool head when things get busy, always knowing what matters most. Initiative, problem-solving and attention to detail come naturally to you. You have a genuine eye for aesthetics and make sure our office is a true reflection of our brand, every day.

WHAT YOU BRING

- 2+ years of experience in a similar role, such as office coordinator, receptionist or another service-focused position
- Hands-on experience managing suppliers, logistics, equipment and office environments
- Solid knowledge of work environment requirements, including the Swedish Work Environment Act (AML), the Swedish Work Environment Authority’s regulations including SAM, fire safety and the role of the safety representative
- The ability to plan and drive work environment initiatives in close collaboration with the People team
- Confidence with digital tools and AI, such as Microsoft 365, Google Workspace and Claude, and curiosity about using them to work smarter
- Excellent communication skills in Swedish and English, with colleagues, partners and suppliers alike
- A high standard of service and sound judgement when handling confidential information
- A driving licence (B), as the role includes errands such as collecting materials, purchases and deliveries

WHY CAIA?

At CAIA, you’ll be part of one of Scandinavia’s most exciting and fast-growing beauty brands, working in a creative, collaborative and dynamic environment where ideas come to life. You’ll have the opportunity to grow your skills while creating an office that our team, partners and visitors love coming to.

If you’re service-minded, take pride in getting every detail right and want to make our HQ a great place to work, we’d love to hear from you. Send us your application and let’s continue building CAIA’s story together!

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Please submit your application by November 11, 2026.

We review applications on an ongoing basis, and the position may be filled before the last application day.