Vacant job

Are you a service-oriented and structured administrator who thrives in a varied role with many contact points? We are now looking for an Office Assistant for our client for a long-term consulting assignment on a full-time basis.

In this role, you will work closely with managers and employees, supporting the business with both recurring administrative tasks and more ad hoc assignments based on the business's needs.

About the position

• Scope: 100%
• Start: August 2026
• Duration: No end date planned, minimum 6 months
• Location: Södertälje - On-site at the client's premises, with some flexibility according to agreement with the manager
• Interview process: Interview with Poolia, interview with the hiring manager at the client, and one additional interview at the client.

Main responsibilities

Meeting and Event Coordination

• Plan and coordinate meetings and events for managers and teams
• Prepare and send agendas and meeting invitations
• Book meeting rooms and event venues
• Ensure technical equipment works before meetings
• Support with meeting minutes and protocols as needed

Administrative Support

• Update and manage document lists
• Support onboarding of new employees and follow up on onboarding activities
• Order computers, IT equipment, phones, and office supplies
• Manage permissions and access requests
• Handle discrepancies related to invoices and coordinate corrections with suppliers
• Coordinate improvements to office and conference environments
• Administer inventory of IT equipment and licenses
• Provide support regarding travel bookings and travel-related questions
• Update information on the intranet

Fleet Administration

• Administer and follow up on routines regarding the department's vehicles
• Coordinate service and maintenance according to the service plan
• Handle seasonal tire changes
• Ensure vehicles are kept in good condition
• Coordinate vehicle swaps at the end of the lease period

Who are you?

For the role of Office Assistant, we are looking for you who have:

• Previous experience from administrative or coordinating roles
• Experience supporting managers and teams administratively
• Good proficiency with the Office package and Outlook
• Very good knowledge of Swedish and English, both spoken and written

Personal qualities

To succeed in the role, we believe you are:

• Service-oriented and humble
• Flexible and enjoy quickly switching between different tasks
• Independent and solution-oriented
• Comfortable handling tasks where instructions are not always completely clear
• Structured and meticulous with good collaboration skills

About the business

The consulting role suits you if you are looking for a world of exciting assignments and new networks. We offer you the chance to work at popular workplaces with well-known brands where you can develop your skills and broaden your CV. By your side, you have your consulting manager who acts as a sounding board and supports you in succeeding in your assignments. We want you to feel good and enjoy working with us at Poolia. Therefore, we offer you a wellness allowance, discounts at various fitness facilities, and regularly organize social activities. Of course, your employment at Poolia is covered by collective agreements, insurance, and occupational pension.