Project Support Coordinator

Astreya; Uusimaa; On-site; EUR 42,000 - 64,000; Full time

Job summary

Astreya is seeking a Site Services Coordinator to support on-site operations at Hamar, Norway and Kouvola, Finland. The role focuses on office administration, workplace coordination, and end-user IT asset coordination to enable local teams to concentrate on core tasks.

The successful candidate will act as the primary contact for office services, coordinate space and contractors, manage inventory, and work with regional IT and the Data Center Provider to ensure smooth day-to-day operations.

Responsibilities

• Reception of office deliveries, mail and courier shipments.
• Management of office supplies, stationery and kitchen consumables.
• Ordering and replenishment of office consumables.
• Management of office storage areas.
• Meeting room coordination and preparation.
• Catering coordination.
• Administrative support for local purchasing activities, including purchase requests, purchase order tracking and invoice coordination where applicable.
• General office administration and document management.
• Visitor coordination.
• Coordination of office space-related contractors and vendors.
• Office access and badge administration support, where authorised.
• Workspace setup and office moves.
• Coordination of office furniture and ergonomic equipment requests.
• Coordination with Regional Workplace Services for workplace-related requests and initiatives.
• Coordination of office vendors and service providers, including cleaning, office maintenance and courier services.
• Monitoring workplace readiness and escalating issues to the appropriate teams.
• Maintaining a professional and collaborative working relationship with the Customer's Data Center Provider (DCP).
• Coordinating office-related requests and workplace matters with the DCP.
• Following up on workplace-related issues and ensuring timely resolution.
• Participating in site coordination meetings with the DCP as required.
• Maintaining an effective and collaborative working relationship with the Data Center Provider is a key expectation of this role.
• As no dedicated local IT Service Desk is available on-site, the Vendor shall provide logistical support on behalf of the Customer's Regional IT team for end-user IT equipment only.
• Receiving and securely storing laptops, monitors, mobile phones and peripherals.
• Coordinating distribution of equipment to employees and contractors.
• Coordinating collection of equipment during employee departures and equipment refresh activities.
• Preparing equipment for return shipments and warranty returns.
• Coordinating laptop refreshes, mobile phone replacements and equipment swaps.
• Maintaining inventory records for end-user IT equipment.
• Coordinating equipment shipments and requests with the Regional IT team.
• This role does not include technical support, device configuration or hardware repair.
• Coordination of local meetings and events.
• Administrative support for site communications.
• Coordination of team-building activities and employee engagement initiatives.
• Coordination of local celebrations, recognition events and other site-wide activities.
• Administrative support for onboarding activities requiring local coordination.
• Identifying opportunities for service improvement.
• Supporting the standardisation of local administrative processes.
• Participating in periodic service reviews.
• Maintaining clear and up-to-date process documentation where required.

Job description

Site Services Coordinator – Hamar, Norway / Kouvola, Finland /

Shall provide on-site office administration, workplace coordination and administrative support services for the Customer's Data Center Operations sites. The purpose of this role is to ensure the smooth day-to-day operation of the office environment and support local employees, allowing operational teams to remain focused on their core responsibilities.

The Site Services Coordinator shall act as the primary point of contact for office services,

workplace coordination, end-user IT logistics and coordination of local activities with the

Customer's regional support functions, the Data Center Provider (DCP) and other approved

vendors and service providers. The Vendor is expected to build and maintain professional

working relationships with all relevant stakeholders to ensure the effective delivery of site

services.

1. Office Administration

• Reception of office deliveries, mail and courier shipments.
• Management of office supplies, stationery and kitchen consumables.
• Ordering and replenishment of office consumables.
• Management of office storage areas.
• Meeting room coordination and preparation.
• Catering coordination.
• Administrative support for local purchasing activities, including purchase requests, purchase order tracking and invoice coordination where applicable.
• General office administration and document management.

2. Workplace Coordination

• Visitor coordination.
• Coordination of office space-related contractors and vendors.
• Office access and badge administration support, where authorised.
• Workspace setup and office moves.
• Coordination of office furniture and ergonomic equipment requests.
• Coordination with Regional Workplace Services for workplace-related requests and initiatives.
• Coordination of office vendors and service providers, including cleaning, office maintenance and courier services.
• Monitoring workplace readiness and escalating issues to the appropriate teams.
• Maintaining a professional and collaborative working relationship with the Customer's Data Center Provider (DCP).
• Coordinating office-related requests and workplace matters with the DCP.
• Following up on workplace-related issues and ensuring timely resolution.
• Participating in site coordination meetings with the DCP as required.
• Maintaining an effective and collaborative working relationship with the Data Center Provider is a key expectation of this role.

3. End-User IT Asset Coordination

• As no dedicated local IT Service Desk is available on-site, the Vendor shall provide logistical support on behalf of the Customer's Regional IT team for end-user IT equipment only.
• Receiving and securely storing laptops, monitors, mobile phones and peripherals.
• Coordinating distribution of equipment to employees and contractors.
• Coordinating collection of equipment during employee departures and equipment refresh activities.
• Preparing equipment for return shipments and warranty returns.
• Coordinating laptop refreshes, mobile phone replacements and equipment swaps.
• Maintaining inventory records for end-user IT equipment.
• Coordinating equipment shipments and requests with the Regional IT team.
• This role does not include technical support, device configuration or hardware repair.

Site Administration & Team Support

• Coordination of local meetings and events.
• Administrative support for site communications.
• Coordination of team-building activities and employee engagement initiatives.
• Coordination of local celebrations, recognition events and other site-wide activities.
• Administrative support for onboarding activities requiring local coordination.
• Identifying opportunities for service improvement.
• Supporting the standardisation of local administrative processes.
• Participating in periodic service reviews.
• Maintaining clear and up-to-date process documentation where required.