Site Administrator - Helsingborg

Great projects don’t just happen on site. Behind every successful project is someone who keeps everything organised and moving.

As our Site Administrator in Helsingborg, you’ll be at the heart of the project team, making sure administration, governance and compliance run smoothly. From keeping processes and documentation on track to ensuring colleagues have the right tools and support, your work gives the team the space to focus on what matters most: delivering a successful project for our customer ICA.

WHAT YOU’LL BE HANDLING

You maintain Project document libraries, ensuring documentation is up to date, easily accessible, organised and correctly filed, and you support the preparation and maintenance of project documentation, including headcount records and health and safety information
You coordinate site induction administration, maintain relevant system records, including ID06 and LMS, and track completion and required approvals
You maintain site administrative records and tracking boards, including permit records, plant check documentation and snagging updates, following up outstanding information with the responsible teams
You generate reports and update online systems using information gathered from internal and external stakeholders
You provide information to the Global Mobility team to support visa and work permit applications
You provide meeting support and administration, including issuing meeting notes and distributing project-related communications and information
You raise purchase order requests and record expenses, and you maintain calendars, holiday and absence records, job sheets, timesheets and working-hours records
You welcome internal and external project stakeholders and liaise with customer site teams, local contractors and suppliers in Swedish and English
You coordinate site welfare supplies, monitor and replenish PPE stock, and liaise with cleaning contractors regarding day-to-day requirements, and you prepare lunch and refreshments for the Site Management team and arrange team activities, including weekly fika and occasional project-team events
You support the Site Management team with safety administration and attending relevant safety training and safety walks

WHAT YOU’LL NEED

You have strong experience in providing administrative support
You have experience working with Microsoft Word, Excel, Outlook & PowerPoint
You have Swedish and English language skills written and spoken at a business level
You are based in or near Helsingborg
You have excellent attention to detail
You have strong organisational skills
You are able to manage time effectively and prioritise work
You have previous experience working in an engineering or site-based environment
You are skilled in the use of Microsoft Project

WHAT YOU’LL RECEIVE

Fixed-term Contract with a competitive salary
Life Assurance: 4 x Yearly Salary
Employee Assistance Programme
The amount of annual vacation is 30 working days and the Employee is entitled to a vacation pay of 0,8% of the monthly gross salary per vacation day
A dynamic, open and informal working environment with pleasant colleagues
Health care allowance and a free annual health check

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