Site Administrator

Hitachi Energy Ltd.; Vaasa; Hybrid; EUR 38,000 - 60,000; Full time

Job summary

Hitachi Energy Ltd. is seeking a Site Administrator to support substation projects across Finland, Sweden and Denmark. The role involves coordinating day‑to‑day site administration, onboarding personnel, and maintaining documentation to keep project teams organized and efficient.

You will work with Site Managers, Civil and Electrical Engineering teams across multiple Nordic sites, travel 1–3 days per week, and contribute to high‑quality project delivery in an international environment.

Qualifications

• A relevant qualification in business, project or office administration, or equivalent experience.
• Previous experience in a project, construction site or technical office environment is advantageous.
• Strong organizational skills and ability to manage multiple priorities.
• Experience in meeting coordination, reporting and document management.
• Proactive, service‑oriented, and able to work independently with different teams.
• Fluent written and spoken English; local language skills preferred.
• Willingness and ability to travel within the Nordic region as project needs.

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.
• Assist with document management and help project teams locate information.
• Prepare documentation and supporting evidence for audits.
• Arrange travel, accommodation, local transport and office services.
• Maintain lessons learned records and support closeout activities.
• Collaborate with Site Managers, project teams and stakeholders across the Nordics.

Skills

Project administration

Office administration

Meeting coordination

Attention to detail

English proficiency

Travel willingness

Education

Relevant qualification in business/office administration

Tools

SharePoint

Job description

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.
• 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].

We are a global leader in electrification, powering the electricity era to meet the energy demands of today, and the next 25 years. As the energy arm of Hitachi Group, over three billion people depend on our pioneering, mission-critical technologies to power their daily lives.

With over a century of innovation, we are addressing the most urgent energy challenge of our time: driving the evolution of the world’s energy system to ensure abundant, secure, affordable, and sustainable power for today’s generation and the next.

With an unparalleled installed base in over 140 countries, we are the grid ecosystem partner across the utility, industry, data center, and transportation sectors. Headquartered in Switzerland, we employ over 56,000 people in 60 countries and generate revenues of around $20 billion USD.