Functional Team Administrator

Functional Team Administrator

Location: Boden, Sweden
Contract Type: Annual renewable contract
Work Schedule: Monday to Friday, 8 hours per day

A leading company in green steel production is constructing a state-of-the-art facility in Northern Sweden, focusing on environmentally friendly steel manufacturing with significantly reduced CO2 emissions.

We are seeking a highly driven, independent, and structured professional to support the Head of Construction on this fast-moving industrial project. This role is not a typical assistant position but a key operational and coordination function that ensures smooth running of day-to-day activities behind the scenes.

About You:

• You take ownership without needing direction.

• You thrive on driving actions, closing gaps, and keeping progress on track.

• You remain composed and effective when managing strong personalities and high-pressure situations.

• You anticipate issues before they arise and resolve them proactively.

• You excel at building and maintaining structure from the ground up.

• You keep calm and in control when workloads peak.

Role Description:
As Functional Team Administrator, you will provide essential operational and coordination support to the Head of Construction and a cross-functional SME team covering disciplines such as CSA, Piping, HVAC, Electrical, and Work Phase Coordination.

This is a field-aware, proactive role focused on maintaining accurate documentation, effective tracking systems, and seamless coordination processes. You will act as the central control point for logs, reports, trackers, and templates to enable technical experts to focus on delivery while keeping leadership informed and aligned.

You will be the operational link between the Functional SME team and Construction Management, ensuring consistency across systems, risk management, planning, and tracking.

Key Responsibilities:

• Maintain and update SME trackers including RAMS reviews, decision logs, risk registers, and readiness reports.

• Coordinate and compile monthly SME reporting.

• Track deliverables status for each discipline such as SOPs, walkdowns, and recommendation logs.

• Support development and standardisation of functional templates and procedures.

• Manage document control and ensure all teams have access to current versions.

• Prepare weekly briefs, KPI summaries, and materials for field visits.

• Track follow-up actions and promote accountability across teams.

• Support onboarding and implementation of ways of working.

• Coordinate team meetings including agenda setting, minute taking, and action tracking.

• Facilitate smooth coordination between SMEs, site teams, and functional leadership.

Key Attributes:

• Highly organised, proactive, and calm under pressure.

• Understands the dynamics of technical teams.

• Independently builds and maintains structure.

• Clear communicator with ability to chase, flag issues, and escalate when necessary.

• Shields technical leaders from administrative tasks.

• Able to manage complexity and competing priorities effectively.

First 90 Days Plan:

0–30 Days – Integration and Ownership Setup

• Familiarise yourself with SME roles, scopes, and tools.

• Take control of trackers and reporting systems.

• Meet each SME to understand documentation practices.

• Establish document management systems.

• Draft internal activity dashboards.

• Assist Head of Construction with summaries and follow-ups.

31–60 Days – Reporting, Standardisation, and Rhythm

• Lead the monthly SME reporting cycle.

• Align RAMS documentation with field version control.

• Ensure consistent logging of decisions and recommendations.

• Standardise formatting for trackers and SOPs.

• Support onboarding and meeting administration.

• Maintain document hygiene and version control.

61–90 Days – Full Command and Performance Integration

• Become the central hub for the team.

• Proactively flag gaps and delays.

• Coordinate with the Work Phase Coordinator on performance reporting.

• Deliver monthly SME packages independently.

• Continuously improve tools and processes.

• Ensure smooth interaction with Site Construction Management.

• Act as the go-to source for real-time work status updates.