Site Manager/Service Hub Responsible

COWI AB; Göteborgs kommun; On-site; SEK 600,000 - 900,000; Full time

Job summary

COWI AB in Stockholm is seeking a Site Manager / Service Hub Responsible for Sustainable Workplace Services. The role combines supplier coordination with ensuring a high‑quality visitor and employee experience on site.

You will manage daily operations, safety, reception tasks and budgetary controls. We value service-minded individuals with facility management experience, capable of driving KPI-based improvements while coordinating internal and external stakeholders in an international

Qualifications

• Experience in hospitality/front-of-house or customer service is a strong plus.
• Experience in facility management and workplace services.
• Comfortable working toward defined goals using KPIs and contracts.
• Organised and able to handle multiple tasks simultaneously.
• Structured, collaborative, and able to deliver a positive visitor experience.
• Fluent in Swedish and English, both spoken and written.
• Experience from an international organisation; knowledge of safety, security and ISO processes.

Responsibilities

• Coordinate end‑to‑end delivery of SWS services (cleaning, canteen, maintenance, space management, waste handling, building maintenance, technical installations, security) in line with contracts, quality, and KPIs.
• Maintain day-to-day contact with the SWS supplier and landlord; chair supplier meetings; manage daily supplier activities including catering.
• Follow up deliveries, analyze results and drive improvements.
• Ensure compliance with SWS standards, processes and deadlines, including ISO‑related activities.
• Own workplace safety and emergency preparedness: update emergency folders and contact lists.
• Support Head of Section with pricing terms and supplier contract knowledge.
• Coordinate communications between internal stakeholders and external partners.
• Directly supervise projects and tasks to meet time, budget and quality requirements.
• Lead visitors’ experience: greet, issue visitor cards, provide information and emergency briefings.
• Manage reception, switchboard and postal services; handle calls, messages and packages.

Skills

Service mindset

Facilities management

Supplier coordination

KPI tracking

Communication

Emergency preparedness

Budget awareness

Swedish

English

ServiceNow

Tools

ServiceNow

Job description

Site Manager / Service Hub Responsible

Stockholm – Permanent

Do you want a role where you own the bigger picture—coordinating suppliers, monitoring KPIs, and keeping the site running smoothly? Are you ready to greet visitors at the door and make them feel instantly at home?

Create the solutions that will enable a better tomorrow

We are looking for a Site Manager and Service Hub Responsible for our Sustainable Workplace Services (SWS) in Stockholm. The role combines a dual responsibility: coordinating supplier delivery and quality, while ensuring every employee and visitor receives excellent support. It is a people‑first role that values service-mindedness and a background in the service industry.

Responsibilities

• Coordinate end‑to‑end delivery of SWS services (cleaning, canteen, maintenance support, space management, waste handling, building maintenance, technical installations, and security) in accordance with agreed contracts, quality requirements, and KPIs.
• Maintain close day‑to‑day coordination with the main SWS supplier and the landlord; take part in and chair supplier meetings; manage daily supplier activities, including catering services.
• Follow up on deliveries, analyse results, and initiate improvement actions.
• Ensure compliance with SWS standards, processes, and deadlines, including ISO‑related activities.
• Own workplace safety and emergency preparedness: maintain emergency contact lists and evacuation plans and complete the yearly update of the emergency folder (yellow binder).
• Stay informed on the prerequisites for the site and maintain a good understanding of the pricing and terms in the supplier contract, supporting the Head of Section with input as needed.
• Coordinate communication and relay information between internal stakeholders and external partners.
• Directly supervise the execution of projects, services, and tasks, ensuring they are completed on time, within budget, and to the required quality.
• Lead and own visitors' experience: greet, support, and verify visitors; issue visitor cards and maintain logs; notify employees of arrivals; provide facility and local‑area information, including a briefing on emergency procedures.
• Manage reception, switchboard, and postal services—answering and directing calls, relaying messages, and handling letters, packages, and courier registrations.
• Run SWS onboarding for new employees, ensuring they know the facilities and emergency preparedness routines.
• Administer employee access cards, room‑number updates in the employee profile (ServiceNow), and parking—including guidance for visitors and handling of parking queries.
• Support meeting and event planning, manage office supply inventory, and provide general administrative support and ad‑hoc assistance as needed.
• Manage administrative functions within the defined scope, in close collaboration with the Head of Section, Team Lead, and Deputy.

Your skills

We expect you to be:

• Service‑mindful with a genuine interest in creating great experiences for employees and visitors; a background in hospitality, front‑of‑house, or customer service is a strong plus.
• Experienced in facility management, workplace services, site coordination, or a similar role where supplier management and coordination are central.
• Comfortable working toward defined goals and following up on deliveries, ideally using KPIs and contracts.
• Solid in administrative tasks, calm and organized even with several parallel tasks running at once.
• Capable of working both strategically and operationally—easily handling supplier reviews and front‑desk duties. Structured, resourceful, collaborative, and approachable, with a real emphasis on delivering a positive experience.
• Fluent in Swedish and English, spoken and written.
• Having experience from an international organisation, knowledge of workplace safety and security, and an understanding of budget follow‑up and ISO‑related processes.

Equal Opportunities for All

At COWI, we value equal opportunities for all employees and applicants based on individual circumstances without regard to gender, gender identity, gender expression, ethnicity, sexual orientation, disability, or age.