Jacobs Team Co-ordinator in Sweden

Team Co-ordinator


Role: Team Coordinator

Reports to:Country Manager

Location: Sweden

Role objective:The nature of the support required will vary from day-to-day. However, key responsibilities will typically include general administrative support for Jacobs Team in Sweden, communicating effectively with stakeholders, ensuring that records are well maintained, preparing documents and organizing high level meetings.


  • Supports top executives in handling calendars, coordinating project files, managing information flow, arranging travel schedules (including complex international travel) and meeting planning.

  • Coordinates conferences and office events (both on-site and remote). Works with vendors on events which require catering.

  • Exhibits excellent interpersonal skills and has frequent interaction with senior management, staff from across the firm, and clients.

  • Responsibilities are typically confidential in nature, necessitating exposure to sensitive information and contacts requiring considerable discretion, judgment, tact, and diplomacy.

  • Interfaces with outside Board members, high-level clients, government officials, and dignitaries, requiring an extremely professional demeanor and customer service approach.

  • To work with the other team administrators to provide seamless admin support to the operational unit.

  • Arranging pre-meetings with internal and external parties to discuss meeting objectives and logistics, creating agendas/presentation material and ensuring feedback/updates are communicated post workshop/meeting to the right parties.

  • Where requested support outside meetings. By locating venues, ordering resources, planning catering and refreshments, rarely acting as front of house/admin at these meetings.

  • Submit expenses on behalf of country manager in accordance to company policies.

  • Monitor client’s procurement systems for new tenders

  • Read through tender documents

  • Take meeting notes, make agendas and edit documents for country manager


Important: This role is only considering applications with valid and current rights to work in the European Union. Jacobs will not sponsor an employment visa to fill this position.

Previous experience

  • High level of support to senior position

  • Administrative background


  • Flexible in approach with ‘can do’ attitude

  • Being reliable and able to deliver without supervision

  • Proactive though ability to react to short term tasks with constrained timelines

  • Aptitude to pick up new responsibilities and use own initiatives

  • Strong organisational skills and attention to detail

  • Ability to excel in a fast-paced, cross-functional and dynamic environment

  • Fast learner

  • Ability to work as part of a highly experienced team

  • Being able to communicate with a range of people to get things done

  • Competent with MS Office suite including MS Word, MS Excel, MS PowerPoint

Language requirements

  • Fluent in Swedish or Norwegian

  • Fluent in English

Values and Behaviors

Safety – Ensure all aspects of health & safety are considered in the workplace and the welfare of colleagues is considered

Passion – In accordance with Company values, to put energy into the things that are important to us

Teamwork - Work collaboratively with teams and stakeholders to improve business delivery, and celebrate and share success

Ownership - Take responsibility for doing things and making them happen

Integrity - Create an environment of trust by maintaining professional and personal integrity and ensuring compliance with data handling

Primary Location Sweden

Travel No

Req ID: ECR0000FW