Swedavia is now seeking a Procurement Coordinator for Stockholm Arlanda Airport. This assignment is a key part of Swedavia's comprehensive development of Terminal 5 and involves close collaboration with program coordinators, project managers, and project controllers across multiple parallel projects. The role is program-wide and focuses on ensuring efficient ordering and procurement processes as well as quality-assured management of invoices, call-offs, and financial administration. Through a structured approach, the procurement coordinator contributes to sound financial monitoring, high administrative quality, and effective support to the program's various projects.
About the Assignment
The program is in an intensive development phase with several large sub-projects running in parallel, which places high demands on structure, coordination, and efficient administrative management.
As a consultant, you will have an important and supportive role in a complex project organization where you work closely with program coordinators, project managers, and project controllers. The role focuses on ensuring a well-functioning ordering process through management of invoices, call-offs, and procurement documentation as well as monitoring consultant costs. You contribute to high quality in financial administration and create favorable conditions for the program's continued development. The assignment is carried out in an experienced and well-functioning project organization with an open collaborative climate and a strong focus on quality, service, and delivery.
In this role, you are responsible for:
Managing the program's invoice flow, including posting and ensuring correct approval workflow.
Reviewing, completing, and attaching invoice documentation, such as time sheets and other supporting materials.
Serving as a point of contact for incoming invoices and ensuring they are handled according to the program's financial structure.
Following up to ensure project managers review and approve invoices and supporting documentation in a timely manner.
Managing procurement and call-off documentation in accordance with applicable procedures and processes.
Monitoring accrued costs related to consultant call-offs and ensuring correct financial tracking.
Compiling procurement reports and providing a comprehensive overview of the program's consultant procurement.
Providing administrative support to program coordinators, project managers, and project controllers on matters related to procurement and finance.
Contributing to structure, quality, and efficient administrative practices within the program.
Working in Microsoft Office and, as needed, in business systems such as IFS.
The work is primarily performed at Stockholm Arlanda Airport and requires on-site presence approximately 80% of the time. The assignment begins with a scope of approximately 50% in fall 2026 and is expected to transition to full-time thereafter. The assignment runs through September 30, 2028, with the possibility of extension.
About You
To succeed in this assignment, we see that you have:
At least 5 years of administrative experience, for example as a finance assistant or administrator.
Previous experience with invoice handling and call-off management.
Strong experience with financial administration and administrative processes.
Very good skills in Microsoft Office, particularly Excel, Word, and Outlook.
Experience with business and/or project systems is a merit. Experience with IFS is particularly valued.
Excellent communication skills in Swedish, both written and verbal.
Ability to work independently, in a structured manner, and with great attention to detail.
A service-oriented approach and strong collaboration skills in a project-oriented organization.
Personal Qualities
Self-motivated and responsible with the ability to drive your work forward.
Structured and thorough with an eye for detail and high quality in administrative work.
Service-oriented and engaged with a professional demeanor.
Clear communicator with strong collaboration skills.
A positive team player who enjoys working closely with colleagues and contributing to a good work environment.
Flexible and solution-oriented with the ability to manage multiple tasks in parallel.
Contact
Do you have questions about the position or the recruitment process?
Please contact the responsible recruiter: [email protected] or call 010-173 73 00.
Questions about registration? Contact [email protected].
NOTE: Applications are not accepted via email.
We look forward to your application!Swedavia is now seeking a Procurement Coordinator for Stockholm Arlanda Airport. This assignment is a key part of Swedavia's comprehensive development of Terminal 5 and involves close collaboration with program coordinators, project managers, and project controllers across multiple parallel projects. The role is program-wide and focuses on ensuring efficient ordering and procurement processes as well as quality-assured management of invoices, call-offs, and financial administration. Through a structured approach, the procurement coordinator contributes to sound financial monitoring, high…