Vacant job

We are looking for an experienced project administrator who loves structure, pace, and teamwork – and who thrives in a fast-paced environment. Here you will work on several parallel investment projects and be a crucial player behind the scenes.

You will act as the spider in the web. You work both operationally and strategically, supporting project managers and leaders by creating order, efficiency, and progress. You navigate effortlessly between systems, documents, people, and processes.

• Document management according to established routines

• Registration and handling of public documents

• Administer project tools (permissions, users, functions)

• Meeting and travel bookings as needed

• Manage IT and material orders as well as access cards

• Invoice management and coding in financial systems

• Quality assurance of invoice documentation and checking time reports

• On-/offboarding of project members

• Introduce new colleagues to the organization

• Support in procurement and conclusion of consultancy assignments

• Be an administrative sounding board and method support

• Contribute to the development of the administrator network

We believe that you:

✅ Have at least a high school education ✅ Have at least 8 years of documented experience as a program or project administrator in areas such as public transport, infrastructure, urban planning, vehicles, or IT ✅ Are used to working in complex project environments with many parallel assignments ✅ Have at least 5 years of experience in case and document management (planning, folder structure, registration, and archiving) ✅ Have several years of experience working in EDIT (Paltina) or equivalent registration systems ✅ Have at least 7 years of experience in invoice management in Agresso or a similar system, including coding and re-invoicing ✅ Have worked for at least 3 years as a project administrator in the public sector ✅ Are familiar with web-based project collaboration tools such as SharePoint or similar

Personal qualities we value: ✅ You are structured, meticulous, and quality-conscious ✅ Have a strong ability to communicate clearly and professionally in both spoken and written form ✅ You are service-oriented, collaborative, and thrive in a supportive role

We believe in:

• Openness – new perspectives make us better

• Competence – we develop together

• Reliability – we keep our promises

• Collaboration – we win as a team

Assignment period: July 1, 2026, to December 31, 2027, with good chances of extension.

Scope: Full-time 100%

Location: Stockholm with the possibility of remote work

Application deadline: March 16, 2026!

Do you want to help develop the subway of the future – behind the scenes but at the center of events? Then we want to hear from you✨

Sway Sourcing is an innovative recruitment partner specializing in matching the right talent with the right company – quickly and efficiently. Our main focus is in Finance, Administration, HR, Marketing, and IT, but we also have the broad expertise and flexibility needed to deliver tailored recruitment solutions across all industries.

Although we are a relatively new player, we have already built trust with many of Sweden's largest companies and work both nationally and internationally. With bases in Sweden and Spain, we offer a unique combination of local expertise and global reach. Our strong network and deep industry insights make us an obvious partner for companies that want to stay ahead in their recruitment.