Operations Coordinator (Fixed-term)

Intertek Sweden; Kista; On-site; SEK 420,000 - 540,000; Full time

Job summary

Intertek Sweden is seeking an Operations Coordinator for its Medical Notified Body team on a temporary, immediate-start basis. You will coordinate certification activities, manage client relations, and ensure processes meet regulatory requirements.

You will track deadlines, maintain documentation, and support invoicing and KPI reporting while collaborating across the organisation to keep things on track.

Qualifications

• Experience from a regulated environment and/or coordinating responsibilities.
• Strong organizational and time-management skills.
• Fluency in Swedish and English, written and spoken.
• Ability to manage multiple tasks and deadlines.
• Professional and service-minded approach.

Responsibilities

• Coordinating the issuance, withdrawal, suspension and transfer of certificates (MDD, ISO 13485, MDR).
• Coordinating and monitoring certification activities to progress according to plan.
• Maintaining accurate client information in internal systems.
• Preparing accurate client invoicing and weekly billing forecasts.
• Identifying potential compliance issues and initiating preventive actions.
• Reviewing existing ways of working and suggesting improvements.
• Supporting the team with operational and administrative activities.

Skills

Organizational skills

Time management

Attention to detail

Client coordination

Team collaboration

Communication

Problem solving

Tools

Microsoft Office

Job description

Are you a structured and proactive person who enjoys keeping things on track, coordinating multiple activities and working closely with both colleagues and clients? Do you thrive in an environment where accuracy, collaboration and attention to detail really matter?

We are looking for an Operations Coordinator to join our Medical Notified Body team. This is a temporary position with an immediate start.

As an Operation Coordinator, you will play an important role in ensuring that our certification activities run smoothly and according to plan. You will coordinate activities within Operations, support the management of both new and existing clients, and help ensure that our processes meet regulatory requirements.

This is a role for someone who enjoys being at the centre of things - keeping track of deadlines, systems, documentation and client needs while working closely with colleagues across the organisation.

Your responsibilities will include:

• Coordinating the issuance, withdrawal, suspension, reinstatement and transfer of clients’ MDD, ISO 13485 and MDR certificates
• Coordinating and monitoring certification activities to ensure they progress according to plan
• Managing incoming client changes and ensuring tasks are registered and directed to the right people within the organization
• Maintaining accurate and up-to-date client information in our internal systems
• Supporting and maintaining strong relationships with existing clients
• Preparing accurate and timely client invoicing and weekly billing forecasts
• Keeping scheduling, forecasting, invoicing, accruals, systems, mailboxes and client folders organized and up to date
• Compiling and tracking data and following up on relevant KPIs
• Identifying potential compliance issues early and ensuring they are raised so that preventive actions can be taken
• Reviewing existing ways of working and suggesting improvements to our internal processes
• Supporting the team with other operational and administrative activities when needed

The position is full-time.

Who are you?

We believe you are someone who enjoys creating structure and making sure that things get done. You are comfortable taking ownership of your own workload, but you also enjoy collaborating with colleagues and building good relationships with clients.

You are able to manage several tasks and priorities at the same time without losing sight of the details. Since priorities can change quickly, you are adaptable, solution-oriented and comfortable working in a dynamic environment.

To succeed in the role, we believe you have:

• Experience working independently and managing your own workload
• Experience from a regulated environment and/or a role involving several administrative and coordinating responsibilities
• Strong organizational and time-management skills
• The ability to prioritize and follow through on multiple tasks and deadlines
• Good knowledge of Microsoft Office
• Fluency in both Swedish and English, written and spoken
• A professional and service-minded approach when working with colleagues and clients
• A high level of integrity and a strong sense of responsibility

Most importantly, you have a keen eye for detail and take pride in delivering accurate, high-quality work. You are proactive, dependable and comfortable taking ownership - and you enjoy being part of a team where your coordination helps others succeed.

Intertek is a leading Total Quality Assurance provider to industries worldwide. Our network of more than 1,000 laboratories and offices in more than 100 countries delivers innovative and bespoke Assurance, Testing, Inspection and Certification solutions for our customers' operations and supply chains. Intertek Total Quality Assurance expertise, delivered consistently with precision, pace and passion, enabling our customers to power ahead safely.