Site Administrator - Helsingborg

TGW Group; Helsingborgs kommun; On-site; SEK 360,000 - 480,000; Part time

Benefits offered by this job

Life Assurance 4x Salary

Employee Assistance Programme

Annual vacation 30 days

Health care allowance

Annual health check

Fixed-term contract

Dynamic work environment

Pleasant colleagues

Job summary

TGW Group in Helsingborg is seeking a Site Administrator to keep project administration organized and compliant, enabling the team to focus on delivering for ICA. You will manage document libraries, inductions, records and health and safety information, ensuring systems stay current and accessible.

You will coordinate site logistics, assist with reporting, manage calendars and travel, support the Global Mobility team as needed, and liaise with local contractors in Swedish and English,

Qualifications

• You have strong experience in providing administrative support.
• You are proficient with Microsoft Word, Excel, Outlook & PowerPoint.
• You are fluent in Swedish and English, written and spoken at business level.
• You are based in or near Helsingborg.
• You have excellent attention to detail and strong organizational skills.

Responsibilities

• Maintain project document libraries, ensuring documentation is up to date and properly filed.
• Coordinate site induction administration and track approvals.
• Maintain site administrative records and tracking boards, including permit and snagging documentation.
• Generate reports and update online systems from internal and external stakeholders.
• Support visa and work permit applications with the Global Mobility team.
• Provide meeting support and distribute project communications.
• Raise purchase orders, record expenses, and manage calendars and timesheets.
• Liaise with customer site teams, local contractors and suppliers in Swedish and English.

Skills

Administrative support

Time management

Organizational skills

Attention to detail

Swedish & English

Tools

Microsoft Word

Excel

Outlook

PowerPoint

Microsoft Project

Job description

The following content displays a map of the jobs location - Helsingborg

• Fixed-term Contract with a competitive salary
• Life Assurance: 4 x Yearly Salary
• Employee Assistance Programme
• The amount of annual vacation is 30 working days and the Employee is entitled to a vacation pay of 0,8% of the monthly gross salary per vacation day
• A dynamic, open and informal working environment with pleasant colleagues
• Health care allowance and a free annual health check

Job Introduction

Great projects don’t just happen on site. Behind every successful project is someone who keeps everything organised and moving.

As our Site Administrator in Helsingborg, you’ll be at the heart of the project team, making sure administration, governance and compliance run smoothly. From keeping processes and documentation on track to ensuring colleagues have the right tools and support, your work gives the team the space to focus on what matters most: delivering a successful project for our customer ICA.

WHAT YOU’LL BE HANDLING

• You maintain Project document libraries, ensuring documentation is up to date, easily accessible, organised and correctly filed, and you support the preparation and maintenance of project documentation, including headcount records and health and safety information
• You coordinate site induction administration, maintain relevant system records, including ID06 and LMS, and track completion and required approvals
• You maintain site administrative records and tracking boards, including permit records, plant check documentation and snagging updates, following up outstanding information with the responsible teams
• You generate reports and update online systems using information gathered from internal and external stakeholders
• You provide information to the Global Mobility team to support visa and work permit applications
• You provide meeting support and administration, including issuing meeting notes and distributing project-related communications and information
• You raise purchase order requests and record expenses, and you maintain calendars, holiday and absence records, job sheets, timesheets and working-hours records
• You welcome internal and external project stakeholders and liaise with customer site teams, local contractors and suppliers in Swedish and English
• You coordinate site welfare supplies, monitor and replenish PPE stock, and liaise with cleaning contractors regarding day-to-day requirements, and you prepare lunch and refreshments for the Site Management team and arrange team activities, including weekly fika and occasional project-team events
• You support the Site Management team with safety administration and attending relevant safety training and safety walks

WHAT YOU’LL NEED

• You have strong experience in providing administrative support
• You have experience working with Microsoft Word, Excel, Outlook & PowerPoint
• You have Swedish and English language skills written and spoken at a business level
• You are based in or near Helsingborg
• You have excellent attention to detail
• You have strong organisational skills
• You are able to manage time effectively and prioritise work
• You have previous experience working in an engineering or site-based environment
• You are skilled in the use of Microsoft Project