Vacant job

Scope: Full-time

Start: February 2, 2026

Contract Length: 12 months, with the possibility of extension (1+1 year)

We are now looking for a structured, driven, and self-sufficient Office Coordinator who wants to support the site and construction management in a comprehensive industrial development project with significant climate benefits and long-term societal impact.

In this role, you will be a central part of the project's workplace organization and ensure that administration, documentation, and communication are of high quality – enabling the project's technical and strategic work to be carried out effectively.

🧭 About the role

As an Office Coordinator, you will work closely with the site manager, construction manager, technical specialists, and project administrators. You will be responsible for creating order, structure, and control in the project's administrative flows.

You will be the hub that connects document management, meeting administration, reporting, and communication – contributing to a well-functioning project office.

🔧 Your main responsibilities

📁 Document and information management

• Administer the project's document management system (SharePoint, Byggnet, or similar)
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• Ensure correct version control of all documents
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• Register contracts, decisions, minutes, and permits
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• Monitor deadlines and review processes
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• Maintain case, deviation, and decision lists
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• Manage final documentation prior to project handover

🗓️ Meeting and planning administration

• Coordinate construction meetings, steering group meetings, and coordination meetings
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• Prepare agendas and gather materials
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• Take meeting minutes and update action lists
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• Follow up on decision statuses and remind responsible parties
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• Support project management with schedule and milestone tracking

🏗️ Support for site and project organization

• Manage contact lists, organizational charts, and permissions
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• Support the onboarding of new employees and consultants
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• Administer access lists and registers of training and safety documents
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• Coordinate site meetings, inspections, and visits
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• Contribute to a functional workplace environment in the project office

📝 Communication & authority contacts

• Compile reports, status updates, and decision materials
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• Keep a log of incoming and outgoing communication
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• Assist with contacts to authorities and external parties
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• Create presentation materials for project management and steering groups

♻️ Quality, Environment & Work Environment (KMA)

• Manage the register of the project's KMA documentation
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• Monitor self-checks, environmental follow-ups, and deviations
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• Compile materials for audits and final reports
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• Ensure that documentation meets contractual and regulatory requirements

🎯 Goals for the role

• Documentation is correct, traceable, and up-to-date
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• Meetings, decisions, and actions are followed up in a structured manner
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• Reporting and materials maintain a high professional standard
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• The project organization operates efficiently and transparently

📌 Requirements profile

🎓 Formal requirements

• High school education, preferably supplemented with vocational training/university in administration, construction, civil engineering, or project management
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• Several years of experience in administrative work within construction, industrial, or civil engineering projects
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• Basic understanding of contract law (AB/ABT) and stages of the construction process

🖥️ Technical skills

• Experience with document management systems (e.g., SharePoint, Byggnet, Interaxo, CDE)
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• Very good computer skills in Microsoft 365
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• Basic understanding of scheduling and project economics

🧠 Personal qualities

• Structured and meticulous
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• Self-sufficient with a good ability to prioritize
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• Communicative and collaborative
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• Service-oriented, flexible, and comfortable in a dynamic project environment
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• High integrity and sense of responsibility