Office Coordinator

Inspired by the fastest and most resilient penguin species in nature, we're here to help our clients and players achieve more reach, high-quality traffic, and meaningful engagement. With over 17 years of experience, Gentoo Media is a leading affiliate in the online casino and sportsbook industry through our extensive portfolio of products and services, featuring our flagship websites AskGamblers, Time2Play, CasinoTopsOnline, WSN, Casinomeister, and our SaaS brand-protection tool Sitebee.


IMPORTANT: in order to be considered for this opportunity, please submit your updated CV in English.

The role

The Office Coordinator plays a key role in ensuring the smooth daily operation of our offices and in maintaining a welcoming, efficient, and well-organised workplace. Reporting to the Office Management Lead, this role is highly operational and focuses on maintaining office facilities, supporting employees and visitors, coordinating vendors, and ensuring a safe, tidy, and functional environment that reflects Gentoo’s culture and identity.

This role is offered on a part-time basis at 30 hours per week.

Working closely with the Office Management team, IT, HR, and external partners, the Office Coordinator contributes to consistent service delivery and continuous improvement of office procedures and day-to-day operations.

What you'll be doing

Office & Facility Operations

• Oversee daily office operations to ensure the workspace is clean, organised, safe, and fully functional.

• Act as the primary point of contact for landlords, facility management teams, cleaning services, catering providers, and security vendors.

• Manage building-related needs, including maintenance requests, lift/escalation issues, cleaning schedules, access control, and general service coordination.

• Maintain accurate office layouts, floor plans, signage, support space planning, and optimise the office.

• Assist in office moves, refurbishments, and the procurement or replacement of furniture and equipment.

• Monitor and replenish office, kitchen, and consumable supplies to ensure operational continuity.

• Ensure meeting rooms, reception, and communal areas are tidy, equipped, and ready for use.

• Support reception-area coverage and coordinate daily tasks with the Office Assistants where applicable.

• Follow up on maintenance or operational issues raised by the Office Assistants to ensure timely resolution.

• Maintain a tidy, branded, and welcoming environment aligned with Gentoo’s culture and visual identity.

Health, Safety & Security

• Collaborate with IT and Security teams to ensure a safe environment for employees and external guests.

• Ensure health and safety procedures, emergency exits, signage, and first-aid kits are up to date and properly maintained.

• Conduct regular safety, facilities, and housekeeping checks, escalating risks to the Office Management Lead.

• Support compliance with building safety regulations and internal health & safety policies.

• Manage access control for employees, visitors, and contractors, ensuring accurate registration and oversight.

Employee & Team Support

• Coordinate onboarding and offboarding logistics in collaboration with HR and IT (equipment, access cards, seating assignments, welcome packs).

• Respond to employee requests via the central support system, ensuring timely and professional follow-up.

• Assist with local and cross-office logistics, including travel coordination, courier deliveries, and transportation arrangements.

• Support remote teams when required, ensuring consistent office services across locations.
  

Procurement & Vendor Coordination

• Liaise with vendors for cleaning, catering, maintenance, stationery, repairs, and general office supplies.

• Monitor vendor performance and service levels, and escalate issues as needed.

• Assist with contract renewals, vendor negotiations, and procurement processes in alignment with the Office Management Lead.

• Track office-related costs, ensure budget awareness, and support invoice processing and administrative documentation.

Culture, Events & Communication

• Coordinate in-office and company-wide events, celebrations, workshops, and all-hands meetings.

• Support event logistics, including catering, setup, invitations, and materials.

• Prepare and distribute internal communications, signage, and office announcements.

• Contribute to fostering a positive, collaborative, and inclusive office culture aligned with Gentoo’s values.
  

Who we're looking for

• Diploma or bachelor’s degree in Business Administration, Office Management, Hospitality, or related field (or equivalent practical experience).

• Excellent communication skills in Danish and English, written and verbal

• Health & Safety certification is considered an asset (e.g., First Aid, Basic H&S Awareness).

• 1–2 years of experience in office administration, facilities coordination, hospitality, or similar operational roles.

• Experience working with vendors such as cleaning providers, maintenance contractors, or security teams is preferred.

• Experience working in a multi-office or fast-paced environment is considered an advantage.

• Proficiency with Microsoft Office or Google Workspace.

• Comfortable using ticketing/support systems such as Jira.

• Basic understanding of workplace safety procedures and emergency protocols.

• Strong organisational, prioritisation, and multitasking skills with high attention to detail.
  

What we're offering

At Gentoo Media, we’re redefining affiliate marketing in iGaming - and we know that great work starts with great people. That’s why we’re committed to fostering a supportive and inclusive environment.

Here’s what you can look forward to as part of the team in Copenhagen:

• Daily office lunches with varied menus to suit different dietary choices

• Birthday Leave - a day off to celebrate your special day

• “Me Time” Day - a day dedicated to your wellbeing

• Annual Volunteer Day - support a cause that matters to you

• Career progression pathways and continuous guidance

• Anniversary rewards at 3, 5, and 10 years

• Personal learning budget + access to Udemy

• Annual well-being benefit

• In-office massages once or twice a month

• On-site gym facilities

• Private health insurance (including dental, mental health, and physiotherapy)

• Pension scheme

• Team building budget

• Free parking and strong public transport links (Nørrebro & Skjolds Plads stations)

• Discounted commuter cards via our DSB agreement

• A vibrant culture with regular office events and social gatherings

Get more out of Gentoo Media: https://www.gentoomedia.com/


At Gentoo Media, we are committed to fostering an inclusive, diverse, and supportive workplace where everyone feels valued, respected, and empowered. We truly believe that diversity makes us stronger and more innovative, driving us forward as we make our mark on the world. We welcome applications from all qualified candidates, regardless of age, gender, disability, sexual orientation, ethnicity, religion, cultural background, or any other characteristic protected under EU and local laws. Our recruitment process is fair, unbiased, and based solely on skills and business needs, ensuring equal opportunities for all. If you require any reasonable accommodations during the application or interview process, just let us know! We’ll be happy to support you. Join our team and be part of something unique while being your true self 🐧