Project Administrator

Form/Design Center; Malmö kommun; On-site; SEK 30,000 - 50,000; Part time

Job summary

Form/Design Center in Malmö is seeking a Project Administrator for an ESF-funded skills development project focused on the built environment. The role involves coordination, participant management, and compliance with ESF regulations. Ideal candidates should have experience in project administration, strong digital skills, and the ability to manage multiple processes efficiently. This is a 50% position with possibilities for extension, starting on September 1, 2026.

Qualifications

• Experience in administrative work in projects, preferably in the public sector or EU-funded initiatives.
• Structured, accurate, and independent work style.
• Strong ability to manage multiple parallel processes.

Responsibilities

• Administer participant intake and reporting.
• Coordinate and follow up on required documentation.
• Ensure accurate handling of participant data.

Skills

Administrative work in projects

Strong ability to manage multiple processes

Detail-oriented and quality assurance

Strong digital skills

Communication skills

Tools

Administrative systems

Job description

Would you like to work at one of Sweden’s leading meeting places for architecture, design, and crafts? Form/Design Center is currently seeking a structured and engaged Project Administrator for a comprehensive skills development project funded by the European Social Fund (ESF).

The project is a central part of the development of Form/Design Center’s platform, Kunskapscenter för gestaltad livsmiljö (the Knowledge Centre for the Built Environment), and is carried out in collaboration with Region Skåne and Regionmuseet in Kristianstad. We are looking for someone who wants to help ensure the successful implementation of a development project focused on skills development, climate transition, and lifelong learning within the built environment sector.

About the role

In this role, you will work closely with project management and content leads, playing a central part in ensuring that the project’s administration, participant management, and reporting are carried out efficiently and in compliance with ESF regulations. This is an operational and varied role with a focus on administration, coordination, and follow-up. You will contribute to ensuring that the project is delivered with high quality, strong structure, and regulatory compliance—key factors for its success and continued funding.

Key responsibilities

• Administer participant intake, including applications, agreements, and documentation.
• Ensure accurate handling of participant data and attendance reporting.
• Coordinate and follow up on de minimis certificates and other required documentation.
• Be responsible for reporting to the funder (ESF).
• Compile statistics, indicators, and supporting data for follow-up.
• Coordinate communication with participants, partners, and participating organisations.
• Contribute to the planning and implementation of courses and activities.

We are looking for someone who

• Has experience of administrative work in projects, preferably within the public sector or EU-funded initiatives.
• Works in a structured, accurate, and independent manner.
• Has a strong ability to manage multiple parallel processes.
• Has a keen eye for detail and quality assurance.
• Is communicative and confident in engaging with different target groups.
• Has strong digital skills and experience working with administrative systems.

Merits

• Experience of working in ESF projects or other EU-funded projects.
• Knowledge of state aid regulations, particularly de minimis.
• Experience in follow-up, indicator work, and reporting.
• Documented experience in writing.
• Project-based position, 50%. 24 months (with the possibility of extension and/or increased scope).
• Start date: 1 September 2026 or by agreement.

The application should include the following

• CV clearly outlining your administrative experience, experience of working in projects, and use of digital systems (maximum two A4 pages), along with relevant certificates.
• A cover letter specifying why you are applying for the position, based on your experience in coordination, structure, and attention to detail. Please indicate whether you are applying for the 50% position or for the combined full-time position (100%) based on your qualifications also as an architect/content coordinator (maximum one A4 page).
• A description of your administrative profile, briefly outlining your experience of regulatory compliance, reporting, or handling complex documentation (maximum half an A4 page).
• Contact details for two references, preferably a former manager and a colleague.

About the project

This position is part of the ESF‑funded project “Skills Development for Sustainable Built Environment,” a strategic initiative aimed at strengthening knowledge of the built environment to prepare the built environment sector in southern Sweden for the green transition. By focusing on reuse, circular methods, and strategic management, the project creates a bridge between academia, conservation expertise, and practical application for professionals across the region.

As part of our team, you will contribute to establishing a platform for lifelong learning where work‑integrated courses, mentorship programmes, and cross‑disciplinary networks come together to make the existing built environment our most important resource, and to ensure a sustainable, high‑quality, and inclusive design of future living environments. The project is led by Form/Design Center in close collaboration with Region Skåne and Regionmuseet Skåne, and is co‑funded by the European Union (ESF+) as a key initiative to strengthen skills provision and support the climate transition in our region.

Read more

About Form/Design Center

Form/Design Center is today an established and evolving platform where industry, academia, the public sector, and the general public come together around issues that shape our living environments. We have been appointed by the Swedish government to act as a national node for the policy on the built environment and are an official partner in the EU initiative New European Bauhaus.