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Project Administrator – Skellefteå

  • Skellefteå, Västerbotten County, SE
  • September 18, 2023
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Energy Resourcing are currently working with one of the worlds leading engineering companies specifically working on the construction, engineering and development of a state of the art facility.

This project would be based in Northern Sweden in a unique location and provides an exciting opportunity to be an integral part of the new energy transformation in Europe.

Our client requires a Project Administrator. This position is site based and the successful candidate is required to be based on site Monday to Friday working a 40 hour week.

· Deal promptly and politely with queries raised by employees, managers, and external stakeholders, preferably face to face but also by email or over the phone and teams

· Greet and welcome visitors, external stakeholders, and employees in a warm and courteous manner

· Manage the reception area, ensuring it remains tidy and presentable at all times.

· Prepare and distribute memos, letters and other documents as required

· Assist in maintaining office supplies inventory and placing orders as needed.

· Coordinate and schedule meeting, and conference room bookings

· Handle incoming communications and direct them to appropriate team members

· Ensure own understanding and compliance with People policies and procedures, as well as mandatory ethics and compliance requirements

· Maintain overview of mobilizations, start and end dates, assignment details. Inclusive of agency hires, local hires, and assignees

· Manage maintaining the people database for the project, including any changes related to new starts and leavers

· Maintain accurate and up-to-date worker records, ensuring that all systems are updated, and data quality/integrity is maintained at all times

· Manage and coordinate the onboarding of personnel including accommodation, inductions, IT requirement, PPE etc.

· Maintain overview of business travelers to project and monitor compliance (tax and immigration)

· Coordinate accommodation and transfer bookings for business travelers, and providing them with detailed information about their stay, amenities, and local services

· Arrange Mobility Initiation Form, cost codes and liaise with our global mobility team as appropriate

· Liaise with immigration companies on immigration work for assignees / hires into Sweden

· Liaise with immigration companies on housing search initiations, rental contract dates and signatures, planning of people in the available housing and all associated administration

· Arrange hotel bookings and rental cars

· Monitor immigration status and exemptions to ensure compliance

· Manage ID06 applications

· Monitoring Posted Workers applications for assignees

· Manage BUPA initiations

· Prepare and maintain project guidelines

· Support Client administrative requests including the setting up of meetings, ID06, and visitors (Inductions, PPE, lunches etc.)

· Handle confidential information and sensitive documents

· Any other relevant duties as directed



· Generalist experience at Senior Administrator level


· Experience of a matrix organisation

· Working Rule Agreement exposure/appreciation

Personal Qualities, Aptitudes and Skills

· Strong communications skills, both written and verbal

· Friendly and approachable demeanor, with a customer service-oriented attitude

· Excellent organisational and time management abilities to handle multiple tasks and priorities

· Ability to maintain composure and professionalism in a dynamic work environment

· Able and willing to challenge situations in line with HR best practice

· Hands on person who likes to get involved in the detail and follow through on situations to completion

· Ability to effectively work alone or in groups

· Ability to work on own initiative

· Ability to manage deadlines and deliverables

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