Site Manager/Service Hub Responsible

Site Manager / Service Hub Responsible

Stockholm
Permanent



Do you want a role where you own the bigger picture - coordinating suppliers, following up on KPIs, and keeping the site running smoothly? And are you just as ready to welcome a visitor at the door, making them feel instantly at home?

Can you help us make Sustainable Workplace Services something our people genuinely notice - in a good way? If yes, then this may be the opportunity for you.

Create the solutions that will enable a better tomorrow

We are looking for a Site Manager and Service Hub Responsible for our Sustainable Workplace Services (SWS) in Stockholm. It's a dual responsibility: one part of the role focuses on coordinating supplier delivery and quality, while the other ensures that every employee and visitor is warmly supported throughout their time here. This is very much a people-first role - we're looking for someone with real service-mindedness, ideally with a background in the service industry, who takes pride in creating a great first impression and a positive daily experience for everyone on site. You will report to the Head of Section Sustainable Workplace Services, with a possible path into an add-on role such as Deputy or Regional Lead on ESG, ISO, or Travel.

Furthermore you will responsible to:

• Coordinate end-to-end delivery of SWS services, including cleaning, canteen, maintenance support, space management, waste handling, building maintenance, technical installations, and security, in accordance with agreed contracts, quality requirements, and KPIs.
• Maintain close day-to-day coordination with the main SWS supplier and the landlord; take part in and chair supplier meetings; manage daily supplier activities, including catering services.
• Follow up on deliveries, analyse results, and initiate improvement actions.
• Ensure compliance with SWS standards, processes, and deadlines, including ISO-related activities.
• Own workplace safety and emergency preparedness: maintain emergency contact lists and evacuation plans and complete the yearly update of the emergency folder (yellow binder).
• Stay informed on the prerequisites for the site and have a good understanding of the pricing and terms in the supplier contract, supporting the Head of Section with input as needed.
• Coordinate communication and relay information between internal stakeholders and external partners.
• Directly supervise the execution of projects, services, and tasks, ensuring they are completed on time, within budget, and to the required quality.
• Lead and own visitors' experience: greet, support, and verify visitors; issue visitor cards and maintain logs; notify employees of arrivals; provide facility and local-area information, including a briefing on emergency procedures.
• Manage reception, switchboard, and postal services - answering and directing calls, relaying messages, and handling letters, packages, and courier registrations.
• Run SWS onboarding for new employees, making sure they know the facilities and emergency preparedness routines.
• Administer employee access cards, room-number updates in the employee profile (ServiceNow), and parking - including guidance for visitors and handling of parking queries.
• Support meeting and event planning, manage office supply inventory, and provide general administrative support and ad-hoc assistance as needed.
• Manage administrative functions within the defined scope, in close collaboration with the HoS, Team Lead, and Deputy.

Your skills. Our team. Together we create the future

The first step to success in this role is that you are eager to collaborate with the people around you, whether they are colleagues, partners or customers. Developing ties with others is something you do by acting respectfully and delivering on your promises. And you never get set in your ways but keep exploring new insights and ways to improve.

Furthermore you should :

• Be naturally service-minded, with a genuine interest in creating great experience for employees and visitors alike; a background in the service industry (such as hospitality, front-of-house, or customer service) is a strong plus.
• Have experience from facility management, workplace services, site coordination, or a similar role where supplier management and coordination are central.
• Be comfortable working towards defined goals and following up on deliveries, ideally using KPIs and contracts.
• Have solid administrative skills, and calm and organised even with several parallel tasks running at once.
• Have the capability to work both strategically and operationally - equally at ease in a supplier review and at the front desk.Be structured, resourceful, collaborative, and approachable, with a real emphasis on delivering a positive experience for employees and visitors.
• Be fluent in both Swedish and English, spoken and written.
• Have experience from an international organisation, knowledge of workplace safety and security, and understanding of budget follow-up and ISO-related processes.

A place to work and so much more

At COWI, we work together with our customers to shape a sustainable and liveable world. We do it by applying our knowledge and curiosity - and sometimes even our courage - to create the solutions the world needs today to enable a better tomorrow. We support our customers' transition towards increased sustainability. We strive to lead by example by embedding environmental management, social responsibility and good governance into our business practices and the options we provide to our customers.

We value differences and development and cultivate an environment of belonging and having fun. Because that is what brings out the best in you, at work and at home.

With offices primarily located in Scandinavia, the UK, North America and India, we are currently 7,300 people who bring their expertise in engineering, architecture, energy and environment into play.

Do you have questions?

If you have any unanswered questions about the role or what we have to offer, please reach out to Shruti Gupta at srgu@cowi.com.

Get to know us even better at our website, www.cowi.com, where you can learn more about our projects, our strategy, what we want to achieve and what life is like at COWI.

Equal Opportunities for All

At COWI, we value equal opportunities for all employees and applicants based on individual circumstances without regard to gender, gender identity, gender expression, ethnicity, sexual orientation, disability, or age.

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