Senior Technical Admin Assistant

Whitewater Group is expanding its operations to support the development of a new data centre site in Finland through the establishment of a subsidiary. Now you have the opportunity to join them on their exciting mission!

On behalf of our client Whitewater, we are seeking a highly experienced and organised Senior Technical Admin Assistant. As a Senior Office Assistant, you will be a key player in setting up the new office, ensuring a smooth operational launch, and implementing a robust system for document control and management.

Key Responsibilities

1. Office Setup & Administration:

• Lead the setup of the Finland subsidiary office, including securing office space, coordinating infrastructure installation (desks, computers, phones, internet), and ensuring operational readiness.
• Procure and manage office supplies and equipment to ensure smooth daily operations.
• Organise the office layout to optimize 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.

2. 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 authorized personnel.

3. 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.

4. 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.

5. 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.

Key Requirements

This position requires a candidate with strong organisational skills, a background in office setup, and a proven track record in document control within the engineering or technical sectors.

Qualifications & Experience:

• Relevant degree in business administration, engineering, or a related field is preferred.
• 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.
• Experience with project-based environments in engineering or construction is a distinct advantage.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and document management and control systems.

Skills & Competencies:

• Excellent written and verbal communication skills in Finnish and English are essential.
• Strong organisational skills, with the ability to prioritise tasks, manage multiple responsibilities, and work to deadlines.
• Excellent attention to detail, particularly in managing complex documentation and ensuring compliance with standards.
• Ability to work independently, show initiative, and demonstrate problem-solving skills.

The recruitment process will be handled in collaboration with Staffpoint Professionals. The is position based in Helsinki-Espoo area (specific location TBD) with some travel requirements.

Interested to join Whitewater’s team in this exciting opportunity? If so, submit your application at www.staffpoint.fi along with your CV and salary request (in English) as soon as possible. We will start screening applications already during the application period.

If you have questions related to this position, please contact Recruitment Consultant Natasha Madlala by email natasha.madlala( at )staffpoint.fi or phone 044 420 4228. Please note, that we do not accept applications via email due to GDPR regulations. All applications should be submitted through our website.