Senior Department Coordinator & Business Support

Incluso; Göteborgs kommun; On-site; SEK 469,000 - 670,000; Full time

Job summary

Incluso in Gothenburg is seeking a Senior Department Coordinator & Business Support to enable effective leadership and smooth operations within Platform Development. This full-time consultant role is onsite in Gothenburg, starting ASAP under a 6-month contract.

You will coordinate governance, planning, reporting, and administrative processes, support leadership workshops, manage documents, and ensure timely follow-up.

Qualifications

• Strong administrative and coordination skills.
• Financial and business administration understanding.
• Supporting multiple stakeholders in a fast-paced environment.
• Handling confidential information with discretion.
• Experience working in cross-functional teams and with internal processes.
• Ability to work independently and proactively.
• Clear written and verbal communication in Swedish & English.
• Experience in an administrative, coordinator, or project support role.
• Experience from working in facility system is meriting (Planon, Ariba, Origo).
• Proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word).

Responsibilities

• Coordinate calendars, meetings, agendas, minutes and follow-up activities.
• Support planning and execution of leadership workshops, conferences and events.
• Coordinate governance and business performance: planning, reporting and follow-up.
• Manage financial and administrative processes: support management in business follow-up and invoicing.
• Assist with purchase, invoice handling and other delegated administrative activities.
• Maintain department document repository and ensure information is current.
• Drive clear internal communications to stakeholders.
• Support onboarding and workplace coordination via Origo.
• Build strong working relationships with GBT Management Team and Executive Assistant stakeholders.

Skills

Administrative coordination

Financial administration

Stakeholder management

Confidential handling

Cross-functional collaboration

Independent work

Swedish-English fluency

Project support

Facility systems knowledge

Microsoft 365

Tools

Planon

Ariba

Origo

Microsoft 365

Job description

We’re looking for a Senior Department Coordinator & Business Support for a global company in Gothenburg. Start is ASAP, 6 months limited contract to begin with. This role is 100% onsite in Gothenburg.

Description:

DEPARTMENT COORDINATOR & BUSINESS SUPPORT

Reports to Vice President Platform Development

PURPOSE OF THE ROLE

The Department Coordinator & Business Support enables eƯective leadership and smooth business operations across Platform Development. As a full member of the Platform Development Management Team, you provide trusted support to the Vice President and management team by coordinating governance, communication, financial administration and key business processes. Acting as a central point of coordination, you create structure, drive follow-up and ensure that priorities move forward - allowing leaders to focus on strategic direction, people leadership and business delivery.

MAIN RESPONSIBILITIES

• Enable efficient management: Coordinate calendars, meetings, agendas, minutes and follow-up activities to keep priorities and decisions moving forward.
• Support planning and execution of leadership workshops, conferences and events.
• Support governance and business performance: Coordinate key business processes, planning, reporting and management follow-up, ensuring timely and accurate documentation.
• Manage financial and administrative processes: Support the management team in business follow-up, financial administration and coordination of key business processes.
• Support the management team with process adherence and documentation. Assist with purchase, invoice handling and other delegated administrative activities.
• Create structure and accessible information: Maintain the department’s document repository and ensure that important information is organized, current and easy to find.
• Drive clear internal communication: Coordinate department communications and help ensure that relevant information reaches the right stakeholders.
• Support people and workplace experience: Coordinate onboarding and practical coordination for new team members, oƯice improvements, work-environment updates and facilities access through Origo.
• Build strong working relationships: Collaborate closely with the GBT Management Team
• Executive Assistant and other key stakeholders to ensure smooth coordination across the organization.

REQUIRED SKILLS, EXPERIENCE AND COMPETENCIES

• Strong administrative and coordination skills
• Financial and business administration understanding.
• Supporting multiple stakeholders in a fast-paced environment
• Handling confidential information with discretion
• Experience working in cross-functional teams and with internal processes
• Ability to work independently and proactively.
• Clear written and verbal communication in Swedish & English
• Experience in an administrative, coordinator, or project support role
• Experience from working in facility system is meriting (Planon, Ariba, Origo)
• Proficiency in Microsoft 365 (Outlook, Teams, Excel, PowerPoint, Word)

This role requires fluency in Swedish and English.

This is a full-time consultant position in Gothenburg through Incluso. Start is ASAP, 6 months limited contract to begin with. This role is 100% onsite in Gothenburg.

Please submit your CV as soon as possible since we will review the applications on an on-going basis.

For more information about this role, please contact Marianne Nilsson recruiter at Incluso.