Ref: 20252984

Are you passionate about providing excellent service, have administrative experience, and want to help create the new office for the city administration? Look here – this is the job for you!

Job Responsibilities

In this position, you will work with service-related tasks as well as with the administrative processes that ensure smart and efficient solutions for a functional workday and a pleasant physical work environment. The assignment ranges from a welcoming first impression to a professional level of administrative support and office assistance for colleagues and visitors. Together with your closest colleagues in our service team, you will create and provide smooth, equivalent, and sustainable office and service solutions for the city administration's managers and employees, politicians, and visitors.

In February, we will move and gather the municipal executive board's and city administration's operations and 350 employees to new premises at Malmö City Hall. We believe in personal meetings in the workplace, and with a modern and functional office, we will have even better conditions to direct, challenge, and strengthen the development power as a city administration. A new workplace will entail the need for adjustments and development of the internal support and service to best meet changing demands and needs. Here, you will play an important role in providing and developing the internal support and service at our new workplace.

The tasks within internal support and service will develop in line with the development of the new workplace and may vary – all depending on the needs of those we serve. Primarily, the tasks include:

• staffing the reception/service desk - welcoming our colleagues and visitors and providing various practical support and service,
• administering and managing the office workspace - hospitality to create and maintain a pleasant and functional office environment,
• providing meeting and conference services - e.g., coordinating bookings and managing meeting meals,
• making purchases and orders,
• providing administrative support to the core operations of the city administration and municipal executive board upon request.

Qualifications

We are looking for someone who has a genuine interest in providing good service to those we serve and interacts with others in an attentive and accommodating manner. You are proactive and actively listen to needs, always striving to find solutions that create added value for all involved. You build and maintain good relationships that contribute to good deliveries and a positive work climate. You adhere to and have the ability to communicate governing guidelines and frameworks. You are self-driven, responsible, and move your processes forward. Your work style is characterized by flexibility and seeing opportunities in new situations. With a structured approach, you tackle tasks, plan, and prioritize to meet deadlines.

We are looking for someone who has:

• a high school diploma from a gymnasium, adult education, folk high school, or a validated foreign equivalent to a high school diploma,
• 5 years of relevant work experience in similar tasks within, for example, service/conference, hotel, or event operations and within administration,
• good knowledge and ability to express yourself in Swedish, both orally and in writing,
• good knowledge of Microsoft Office 365 or equivalent.

It is an advantage if you have:

• a high school diploma from the hotel and tourism program.

About the Workplace

The service and development support unit is part of the department for internal management and coordination. We are 14 colleagues working to provide development support to the operations and service to the city administration's employees and politicians for a functional workday. Our service function is responsible for the management's premises, IT, work tools, and general purchases.

The city administration directs, challenges, and strengthens the development power in the organization, in the city, and in the region. We are the municipal executive board's administration and work with a holistic perspective close to the city's leadership. The city administration consists of seven different departments and has a total of about 300 employees. Our departments work within a wide range of areas, and the administration has many employees with high specialist competence.

The Malmö city operations are organized into 14 administrations. Our common mission is to create welfare and sustainable community development. Together with the residents of Malmö, we develop an even better city to live, work, and be in; differences, life experiences, and talents make Malmö a smart city in the heart of Europe. The world's knowledge is here.

Read about Malmö city as an employer here malmo.se/jobb (https://malmo.se/jobb)

Job Information

Employment type: Permanent position
Scope: Full-time
Number of positions: 1
Start date: By agreement

Other

Please note that we in Malmö city have removed the personal letter from the application process and replaced it with selection questions, this for a more inclusive recruitment process and an efficient candidate experience for you applying for a job with us. Your answers will be an important part of our selection work.

Malmö city strives for employees to represent the diversity that exists in our city. We therefore welcome applicants who can contribute to us as an employer meeting the needs of Malmö residents.

We do not accept applications via email. To submit your application, click on apply below. If you have any questions regarding the position, please contact the contacts in the advertisement. Your application documents are public documents and are handled according to the principle of public access. If you have a decision on protected personal information, we ask you to contact the recruiting manager for an alternative application route.

Our contact persons are happy to answer your questions, but from 24/12 - 9/1 the response time may be longer due to holidays. Thank you for your understanding!