Site Administrator - Helsingborg (M/F/D)*

TGW Northern Europe; Helsingborgs kommun; On-site; SEK 420,000 - 540,000; Full time

Benefits offered by this job

Life Assurance: 4 x Yearly Salary

Employee Assistance Programme

Health care allowance

Free annual health check

30 days annual vacation

Job summary

TGW Northern Europe is seeking a Site Administrator in Helsingborg to keep administration, governance and compliance running smoothly on site. You’ll support project documentation, induction administration, records, reporting, and liaison with stakeholders in Swedish and English.

The role requires strong administrative skills, MS Office proficiency, and the ability to work in an engineering or site-based environment.

Qualifications

• Strong experience in providing administrative support.
• Proficient in MS Word, Excel, Outlook and PowerPoint.
• Business-level Swedish and English written and spoken.
• Based in or near Helsingborg.
• Experience in engineering or site-based environments.
• Proficient with Microsoft Project.

Responsibilities

• Maintain project document libraries, ensure up-to-date and well-filed documentation and support headcount records and health and safety data.
• Coordinate site induction administration and track system records like ID06 and LMS, including approvals.
• Maintain site administrative records and tracking boards, including permit records and snagging updates.
• Generate reports and update online systems from stakeholder information.
• Support Global Mobility with visa and work permit processes.
• Provide meeting support and distribute project communications and notes.
• Raise purchase order requests, record expenses, and manage calendars, holidays and timesheets.
• Liaise with customer site teams, local contractors and suppliers in Swedish and English.
• Coordinate site welfare supplies and PPE stock; liaise with cleaners and arrange team meals and activities.
• Support Site Management with safety administration and safety walks.

Skills

Administrative support

Organisational skills

Attention to detail

Time management

Swedish and English (business)

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Microsoft Project

Job description

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

What you’ll receive:

• 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

*TGW is an employer that promotes equal opportunities. We invite everybody interested in this job to apply.