Operations Coordinator (Fixed-term)

Intertek; Stockholms kommun; On-site; SEK 420,000 - 520,000; Full time

Job summary

Intertek is seeking an Operations Coordinator for its Medical Notified Body team in Sweden. This temporary, full-time role focuses on keeping certification activities on track and coordinating with clients and colleagues. You will manage timing, documentation, invoicing and KPI tracking, ensuring regulatory requirements are met.

Fluency in Swedish and English and strong organizational skills are essential. You will work across Operations to support new and existing clients and help improve

Qualifications

• Experience working independently and managing your own workload.
• Experience from a regulated environment and/or coordinating responsibilities.
• Strong organizational and time-management skills.
• Fluent in Swedish and English, both written and spoken.

Responsibilities

• 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.

Skills

Structured & proactive

Multitasking

Client relationship management

Regulated environment experience

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.

About the role

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.