Site Administrator

Hitachi; Vaasa; On-site; EUR 38,000 - 52,000; Full time

Job summary

Hitachi Energy Finland Oy in Vaasa invites a proactive Site Administrator to join the Nordic Grid Integration team. The role supports Site Managers, Civil and Electrical Engineering teams across Finland, Sweden and Denmark, coordinating administrative tasks, onboarding, reporting and travel arrangements.

Based in Finland (preferably Vaasa, Helsinki or Tampere) or other Nordic locations, you will travel 1–3 days per week to project sites, maintain documentation, calendar and SharePoint content,

Qualifications

• Relevant qualification in business, project or office administration.
• Experience in project/construction site or technical office environment preferred.
• Strong MS Office skills.
• Excellent organization and ability to manage multiple priorities.
• Experience in meeting coordination, reporting and document management.
• Proactive, service-oriented approach with independent work style and teamwork.
• Fluent in local language and strong English.
• Willingness to travel within Nordic countries as project needs indicate.

Responsibilities

• Coordinate day-to-day site administration, including registers, calendars, contact information and SharePoint content.
• Support onboarding and induction of site personnel and maintain attendance records.
• Coordinate and consolidate reporting inputs from Engineering, HSE, Quality and Project Controls.
• Support document management by maintaining administrative files and aiding teams in locating information.
• Assist with preparing documentation and evidence for internal and external audits.
• Coordinate travel, accommodation, local transportation and office services.
• Maintain lessons learned records and support project closeout activities.
• Collaborate with Site Managers, project teams and stakeholders across the Nordic organization.

Skills

MS Office

Organizational skills

Communication

SharePoint

Education

Business/Project/Office Administration qualification

Tools

SharePoint

Job description

Location:

Vaasa, Ostrobothnia, Finland

Job ID:

R0149423

Date Posted:

2026-11-06

Company Name:

HITACHI ENERGY FINLAND OY

Profession (Job Category):

Engineering & Science

Job Schedule:

Full time

Remote:

No

Job Description:

The opportunity

Are you an organized and proactive professional who enjoys keeping things running smoothly and supporting others to succeed? We are looking for a Site Administrator to join our Nordic Grid Integration organization and support the successful execution of substation projects across Finland, Sweden and Denmark.

The position can be based in Finland (Helsinki, Tampere or Vaasa), Sweden (Västerås, Ludvika or Stockholm) or Denmark (Middelfart or Ballerup). Depending on the project phase, the role involves travel to project sites approximately 1–3 days per week in Finland, Sweden or Denmark.

In this role, you will be an important part of our project organization, supporting Site Managers as well as Civil and Electrical Engineering teams with a wide range of administrative and coordination activities. From onboarding and reporting to travel arrangements, documentation and day-to-day site administration, your work will help our project teams stay organized and focused on delivering high-quality projects.

This is an exciting opportunity to work in an international project environment, collaborate with colleagues across the Nordics and contribute to projects that are enabling the energy transition.

How you’ll make an impact

• Coordinate day-to-day site administration, including registers, calendars, contact information and SharePoint content.
• Support the onboarding and induction of site personnel and maintain relevant attendance and personnel records.
• Coordinate and consolidate reporting inputs from Engineering, HSE, Quality and Project Controls.
• Support effective document management by maintaining administrative files and helping project teams locate relevant information and documentation.
• Assist with the preparation of documentation and supporting evidence for internal and external audits.
• Coordinate practical arrangements such as travel, accommodation, local transportation and office services.
• Maintain lessons learned records and support administrative activities during project closeout.
• Work closely with Site Managers, project teams and other internal and external stakeholders across the Nordic organization.

Your background

• A relevant qualification in business, project or office administration, or equivalent experience.
• Previous experience in a project, construction site or technical office environment would be an advantage.
• Strong MS Office skills.
• Good organizational skills and attention to detail, with the ability to manage several activities and priorities simultaneously.
• Experience in meeting coordination, reporting and document management.
• A proactive and service-oriented approach, with the ability to work independently while collaborating effectively with different teams and stakeholders.
• Fluent written and spoken skills in local language. Strong skills in English.
• Willingness and ability to travel within the Nordic countries according to project needs

More about us

For more information about this role, please contact Veikko Sahlman, Head of Site Management, at [phone].

Accessibility and reasonable accommodation

Qualified individuals with a disability may request a reasonable accommodation if you are unable or limited in your ability to use or access the Hitachi Energy career site as a result of your disability. You may request reasonable accommodations by completing a general inquiry form on our website. Please include your contact information and specific details about your required accommodation to support you during the job application process.

This is solely for job seekers with disabilities requiring accessibility assistance or an accommodation in the job application process. Messages left for other purposes will not receive a response.

Use of Al and automated tools in recruitment

As part of our recruitment process, Hitachi Energy uses digital and automated tools, including Al-supported solutions, to assist with activities such as application screening, job matching, and interview scheduling. These tools are designed to support our recruiters and do not replace human decision-making. Candidate data is processed in accordance with applicable data protection and employment laws as well as Hitachi’s Global Data Privacy Notice.

Background Screening and Security Checks

As part of the hiring process, Hitachi Energy conducts pre-employment background checks that may include verification of employment history, education, criminal records, and other relevant information, in accordance with applicable laws.

For certain roles—particularly those involving access to sensitive information, financial responsibilities, client data, regulated environments, or security-sensitive functions—additional or more comprehensive background or security screenings may be required. These may include, but are not limited to, enhanced criminal history checks, credit history reviews (where legally permissible), sanctions screening, or other due diligence measures aligned with the responsibilities of the position.

The scope and depth of any background or security review will be determined based on the nature of the role and business necessity, and will always be conducted in compliance with applicable federal, state, and local laws. Candidates will be notified and, where required, asked to provide consent prior to the initiation of any such checks.