We are looking for a Senior Administrative Assistant for a company in Linköping. Start is ASAP, 5 months contract to begin with.

About the assignment:

Planning and execution of different administrative projects. Analytical skills are needed to understand how different administrative processes could affect the organization. The role also requires identification of improvement opportunities. Main purpose of the role is to Provide support to the Managing Director and the management team for general administration and business development. Also Provide administrative support within HR, Finance, Purchasing and Security. Handle internal communication on site level and interact with Site Lead on all topics related site operations.

Details:

• Submitting POs for admin/facilities supplies and keeping POs up to date
• Receiving of invoices via post and email, coding and scanning invoices to AP, interact with AP team regarding various of questions
• Assisting with the employee onboarding and offboarding processes
• Support Site Lead with general administration
• Acting liaison for Global Security assisting with employee ID badge distribution, visitor management processes, and other operational support tasks as needed ensuring security, safety and smooth operations onsite
• Welcoming visitors and providing visitor passes
• Coordinate Site meetings and site coordination meetings
• Managing all shipments and associated documentation, ensuring compliance with export regulations and registration of shipments
• Managing incoming office supplies
• Handling of local internal and external events
• Meeting management (invitations, conference room reservation, catering service)
• Travel admin handling (create profiles for new employees etc)
• Assisting with process management of internal processes
• Ensuring company systems are kept up to date in accordance with policy
• Assisting with the coordination and management of day-to-day facilities issues to ensure smooth operation of the office and services including but not limited to cleaning and building maintenance and repair. Interact with QREF on facility management related issues
• Ensure that meeting facilities are clean and operable
• Coordinate safety rounds and follow-up actions from safety rounds
• Be part of local EOT team

Requirements:

• Strong interpersonal skills and the ability to establish and develop effective relationships
• Ability to work well with others
• Very good written and verbal communication, presentation and influencing skills, and excellent attention to detail
• Manage change and accept responsibility for added duties when necessary to meet a deadline.
• Ability to work through flexibly and collaboratively in a small team environment to meet changing organisational requirements
• Team-orientated, self motivated and open minded
• Ability to find innovative approaches to challenges
• Extensive experience from service and support work with focus on administration
• Experience from support to managers
• Strong IT skills including confidence in the use of Microsoft Office (Outlook, Word, Excel and PowerPoint) and Teams
• Fluent in Swedish and English
  

This is a full-time consultant position through Incluso in Linköping. Start is ASAP, 5 months contract to begin with.

Please submit your CV as soon as possible since we will review the applications on an on-going basis.

For more information about this role, please contact Emma Hörnsten at emma@incluso.se, recruiter at Incluso.