Senior Technical Operations Coordinator

2 days ago

Espoo, Uusimaa, Finland Whitewater Group Full time

At Whitewater Group, we are expanding our operations to support the development of a new data centre site in Finland through the establishment of a subsidiary.

We are seeking a highly experienced and organised Senior Technical Admin Assistant to join our team.

This is an excellent opportunity for someone with strong organisational skills, a background in office setup, and a proven track record in document control within the engineering or technical sectors.

The successful candidate will lead the setup of the Finland subsidiary office, including securing office space, coordinating infrastructure installation, and ensuring operational readiness.

Key responsibilities include:

  • Office Setup & Administration:
  • Lead the setup of the Finland subsidiary office, including securing office space, coordinating infrastructure installation, and ensuring operational readiness.
  • Procure and manage office supplies and equipment to ensure smooth daily operations.
  • Organise the office layout to optimise workflows and ensure a safe, functional, and compliant working environment.
  • Assist in recruiting and training administrative staff, integrating them into Whitewater Group's culture.
  • Ensure all office facilities comply with local regulations and health & safety standards.
  • Document Control & Management:
  • Establish and manage an efficient document control system tailored to Whitewater Group's engineering and water treatment projects.
  • Implement filing systems for project documentation (drawings, contracts, reports), ensuring easy access, version control, and secure storage.
  • Develop and enforce document control procedures in compliance with industry standards and internal policies.
  • Track and file project documents in line with local regulations and international standards (ISO 9001).
  • Regularly audit and update document management systems to ensure they remain accessible to authorised personnel.
  • Project Support:
  • Support project teams in managing documentation, tracking progress, deadlines, and deliverables.
  • Coordinate the collection and distribution of project-related documents.
  • Maintain a log of documents and communications for audit and reporting purposes.
  • Prepare reports on project documentation and file status, identifying any issues or delays.
  • Communication & Coordination:
  • Serve as the first point of contact for office inquiries and vendor coordination.
  • Organise and schedule meetings, appointments, and office events, managing logistics such as venue booking, travel, and materials preparation.
  • Communicate with internal teams at Whitewater Group to ensure clear information flow and alignment on projects.
  • Act as a liaison between the Finland office, clients, suppliers, and stakeholders.
  • General Office Administration:
  • Manage daily office operations, including handling mail, phone calls, emails, and appointments.
  • Assist the Office Manager or Regional Director with tasks, supporting project-related initiatives and office activities.
  • Provide ad hoc administrative support to senior leadership and project teams, including preparing presentations and reports.

The ideal candidate will possess relevant qualifications and experience, including a degree in business administration, engineering, or a related field, and a minimum of 5 years' experience in office administration, with at least 2 years' experience specifically in document control within the engineering, construction, or technical sectors.

Key requirements include:

  • Relevant degree in business administration, engineering, or a related field.
  • Minimum of 5 years' experience in office administration.
  • Experience with project-based environments in engineering or construction.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management and control systems.

Whitewater Group offers a competitive salary and benefits package, and the position is based in the Helsinki-Espoo area with some travel requirements. Interested candidates should submit their application at www.staffpoint.fi along with their CV and salary request.

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