Site Administrator

Hitachi Energy Ltd.; Ludvika kommun; Hybrid; SEK 420,000 - 540,000; 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, reporting inputs, and travel arrangements, with travel 1–3 days per week within the Nordics.

You will work with Site Managers, Civil and Electrical teams, contributing to documentation, audits, and efficient project execution in a dynamic international environment.

Qualifications

• Qualification in business, project, or office administration.
• Experience in project, construction site, or technical office.
• Strong MS Office skills.
• Excellent organizational skills with multitasking.
• Experience with meeting coordination and reporting.
• Proactive, service-oriented and collaborative.

Responsibilities

• Coordinate day-to-day site administration, calendars, contacts, and SharePoint content.
• Support onboarding and induction of site personnel; manage attendance records.
• Coordinate reporting inputs from Engineering, HSE, Quality and Project Controls.
• Maintain project document management and audit-ready files.
• Assist with preparation of documentation for audits.
• Arrange travel, accommodation, transport, and office services.
• Maintain lessons learned records and support closeout activities.
• Collaborate with Site Managers and stakeholders across the Nordics.

Skills

MS Office

Organizational skills

Meeting coordination

Documentation management

Attention to detail

Travel willingness

English proficiency

Swedish language

Stakeholder coordination

Education

Business/Project/Office admin qualification

Tools

SharePoint

Excel

Job description

The opportunity

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.
• Strong MS Office skills.
• 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

Ready for a new exciting challenge? Please note that we will initiate interviews as candidates apply and the position will be filled and closed as soon as a suitable candidate is found.

For more information about this role, please contact Veikko Sahlman, Head of Site Management, at [phone].

Publication date : 2026-11-10