Vacant job

At Future People, we are looking for a project administrator for a government agency in Kungsholmen. As a consultant with us, you will have the opportunity for an exciting assignment while continuing to develop within your area of expertise. You will be employed by Future People and work on-site with our client. We care deeply about your well-being both with us and in your assignment. With us, you are an important and appreciated person, both as an employee and as a colleague.

Take the next step in your career and grow together with us!

Our client is a government agency in the transport sector that works to facilitate the everyday life of residents traveling and commuting in Stockholm city. This is an agency with great commitment and pride in their important societal mission. As a consultant, you will be part of an important journey and, together with the agency's employees, contribute to a better everyday life for the residents of Stockholm.

We are looking for an experienced project administrator for a long-term assignment in a larger project organization within community and infrastructure-related operations. The role involves ensuring a stable administrative workflow in the project and supporting project management and project members in administrative processes.

Responsibilities:

• Ensure a stable administrative workflow in the project

• Be responsible for case and document management, including planning, folder structure, registration, and archiving in document management systems

• Manage document logs and other administrative processes related to the project's documentation

• Provide administrative support to project managers and project members

• Plan and book meetings and develop a meeting plan for the project

• Participate in meetings, take meeting minutes, and distribute and archive them

• Handle travel bookings and administrative management related to travel

• Participate in the project's quality forum and contribute to work with governing documents and internal processes

• Carry out IT orders and orders for office supplies

• Manage distribution lists and group mailboxes

• Receive and code invoices in the financial system (Agresso)

• Assist in the procurement and conclusion of consulting assignments

• Manage onboarding and offboarding of project members, including ordering equipment and permissions

• Manage permissions for premises and systems

• Be responsible for internal information dissemination within the project

• Participate in the development of the organization's administrator network

• Perform other administrative tasks as needed by the project manager

Mandatory requirements:

• At least a high school education

• At least 5 years of work experience as a project administrator in similar fields such as public transport, infrastructure, urban planning, technology, construction, vehicles, or IT

• At least 5 years of experience in case and document management, such as planning, folder structure, registration, and archiving

• At least 5 years of experience in invoice management in Agresso or similar invoice management systems, including coding invoices and handling re-invoicing/sales orders

Desirable:

• At least 3 years of experience as a project administrator in the public sector

• At least 3 years of experience working in EDIT (Platina) or equivalent document management systems

• At least 3 years of experience with administrative collaboration tools such as Webforum, SharePoint, or equivalent

• Documented experience of regular communication in English with international suppliers or partners in at least two projects

To succeed in this role, you need to be structured and meticulous as well as service-oriented and communicative. You work independently, take initiative, and are accustomed to working on projects with many contact points. You have a good ability to communicate in Swedish and English, both verbally and in writing, and can follow technical discussions and document the most essential points.

You will be employed by Future People and work as a consultant with our exciting client.

It is important to us that every candidate has a positive experience with us, and we keep you updated throughout the process. You will never have to wonder what is happening and how you stand in the recruitment process. As an employee with us, you can trust that we will help you achieve your career goals. We are here as a partner throughout your professional career.

Warm welcome to submit your application today!

Scope: Full-time until 31/4-2027 with the possibility of extension

Start: 1/4-2026

Application deadline: 26/3-2026

You apply for the position at futurepeople.se

We are unable to accept applications via e-mail due to GDPR.

If you have questions about the role or wonder what the process looks like going forward, please feel free to contact us. The people working on this assignment are Therese Lönnberg, you can reach me at [email protected] and Liv Hedström, [email protected]. We welcome applicants with diverse backgrounds and experiences. We review applications continuously, and in the consulting world, processes often move quickly. The role may be filled before the application deadline, so do not wait to submit your application.

Welcome to us at Future People!