Office Host

  • Utopia
  • Helsinki, Finland
  • Sep 12, 2022
Full time Office Manager Operations

Job Description


Music is incredible. It can excite hundreds, and unite thousands. But as an industry, it has been slow, complicated, and disparate. While the tech world has moved into the future, the music industry continues to be shaped by inefficient systems of the past. At Utopia we believe there is a better way. Which is why today we are setting out to transform the entire industry; creating new revenue streams, consolidating the data and decluttering the admin. Unlocking the industry’s full potential by unifying it all in one truly holistic space. Some might call that a Utopia.

Funnily enough, so do we. Welcome to Utopia. Where music lives.


The open secret is that the music industry is struggling with the very basics of music accounting: What was played, when and where? Who should get paid and how much?

Utopia Music is bridging the data gap by connecting global consumption, accurate metadata, and fast payments to an industry-wide trust platform. Our goal is to unlock creative value and enable Fair Pay For Every Play to make a better world for Music. The solutions we offer do not threaten to usurp the role of industry incumbents - it is about bringing transparency in the industry and supporting efficient royalty collection for all.


We’re now looking for an outstanding Office Host to join our team, you’ll play a critical role in the daily life of all your colleagues, ensuring our Helsinki office is every bit as exciting as we are as a company and runs as smoothly as a proverbial Swiss watch whilst still bringing the office to life with positive vibes and charm. You will take the lead in keeping our multifaceted office space humming; from managing inventory and space, to hosting employees and guests, to helping us plan and execute special events inside of our shop. This unique role is a dynamic opportunity, and the ideal candidate is one part expert host, one-part operational mastermind, one-part exceptional organizer, and one part curator of culture, space and community.

This position is a backfill for our current Office Host, who is moving to People&Culture team to kick off her HR journey.  


  • Serve as host to our space, greeting and welcoming employees and guests alike as if they were guests in your own home.
  • Curate a creative and fun office environment through daily music selection, experience design and helping to create "zones" for different types of work, collaboration and socialization.
  • Manage our espresso station, alongside our wine + spirit’s bar: inventory management, cleaning and prep, and preparing and serving a collection of drinks and snacks.
  • Coordinate catering for special in shop events and weekly lunches.
  • Help curate, co-ordinate, and execute all events (including seasonal) and happenings within our space and offsite venues.
  • Manage any Swag / Merch that is needed for events, activities and Utopians.
  • Screen incoming telephone calls and respond independently when possible.
  • Support overall facility operations: from prepping common spaces for use, to managing vendors, services, and supplies.
  • Support outbound shipments and coordinating courier services team deliveries, including the preparation of gifting.
  • Ensure the work space is meeting country specific Health & Safety legal requirements.
  • Records, documentation and work assessments are kept up to date on Trello platform
  • Perform other duties as assigned based on needs.


  • You are highly organized and recognize yourself as being an admin genius, yet you are also bringing out your inner superhero when it comes to vibes, passion and culture
  • Must be fluent in English and Finnish, both spoken and written. Additional languages are a plus!
  • You are highly proactive and are always taking the initiative to make things happen
  • You are a great teammate and pitch in to help wherever you are needed
  • Ideally you have a degree in hospitality with previous having 4+ years of experience in the Front Office Department within a Service based Industry. (E.g. - experience within catering is also an advantage)
  • Strong interpersonal and problem-solving abilities are essentials
  • The ideal candidate will be customer focused, driven with an extremely proactive and ‘switched on’ personality and an outgoing, charismatic and approachable character
  • You are passionate and with a positive, flexible ‘can do attitude’ who’s hands-on and leads as well as supports your team by example and thrives in working with a multicultural team and visitors alike

Please submit your CV in English.


  • Great atmosphere - we live, love & breathe music & tech!
  • Working in an impact oriented team and inclusive company culture.
  • An experienced team to learn from, with proven track records in multiple startups and big tech companies.
  • Our flexible remote policy provides Utopians the freedom to work either from one of our inspiring offices or from home.
  • We celebrate being an international and multicultural company.
  • Competitive benefits; packages depend on location. You’ll be given more details on this during the interview process. 


As we want to bring transparency, trust, and clarity to the music industry we serve, we know a change comes from within. Utopia is a transparent, trust-based organization striving to have clarity in thinking and doing what we set out to do.

We execute urgently and innovate to grow faster. We ship things that make a difference today, so we can make them better tomorrow. We embrace fairness and are all accountable.

Strictly diverse and inclusive. We are an equal opportunity employer.

We celebrate our diverse backgrounds and we welcome everyone who identifies with the above to apply. Welcome to Utopia - Where Music Lives!

 >>> Click on Apply Now to be taken to the application page