Administrative Coordinator

Global Technical Services (GTS) is a globally recognised technical knowledge centre within Wärtsilä, with the primary mission of offering comprehensive technical support to both internal and external stakeholders throughout the lifecycle of Wärtsilä's products and solutions.

We're excited to announce that we're looking for an energetic and committed Administrative Coordinator to join our Global Technical Services team in Vaasa, Finland.

Join us and be a part of an innovative and customer-driven organisation, in a dynamic team where your contributions will make a real difference. We look forward to welcoming a new team member who shares our passion for excellence and teamwork!

What will you be doing?

In this position, you will be responsible for arranging meetings and events, resolving issues, and coordinating with our GTS teams and suppliers for purchasing activities. A typical day might start with responding to emails and end with checking Customer Service (CS) orders. While this role requires a high level of independence, you will have the support of our Coordinator. This role supports not only our personnel in Vaasa but also colleagues in other locations.

The ideal candidate has experience with administrative tasks, accounting, and CS orders. Essential qualifications include work experience in an office environment and providing support to colleagues and managers. A continuous improvement mindset, strong interpersonal and collaboration skills, and a passion for learning and professional growth will enable you to thrive in this highly versatile role.

Your responsibilities for the role include, but are not limited to: 

• Coordinating GTS activities.
• Providing administrative and operational support to GTS personnel in Vaasa and other locations.
• Attending to internal development projects.
• Handling month-end closing related tasks.
• Monitoring and quality control.
• Supporting and developing Compass, our internal website.
• Organising meetings and events.
• Creating and updating instructions and presentations.
• Supporting with travel arrangements.
• Identifying and implementing cost-efficient improvements.
• Following up and reporting work order statuses to customers and internal stakeholders.
• Managing all jobs in SAP and CRM (ServiceWorkForce) from an administrative standpoint.

Requirements:

• BSc or MSc in Business Administration or similar.
• Proven experience in administrative roles with similar responsibilities.
• Proficiency in SAP/WEP ECC.
• Experience handling CS orders.
• Background in project management and reporting.
• Fluent English language skills, proficiency in Finnish or Swedish is a plus.
• Understanding of accounting and fundamental financial aspects.
• Strong service orientation and commitment to delivering excellent customer service.

The following will enable you to succeed in this role:

• Systematic and structured way of working, with keen attention to detail.
• Positive and solution-oriented attitude, with excellent problem-solving and analytical skills.
• Continuous improvement mindset, identifying improvement areas and acting accordingly.
• Ability to juggle multiple tasks in a fast-paced environment and flexibility to adapt to dynamic situations.
• Excellent communication and interpersonal skills, along with cultural awareness.
• Self-driven and proactive approach to work, identifying needs and taking initiative.
• Collaborative team player mindset with a friendly and helpful attitude.
• Strong motivation to learn and grow professionally.

What we offer:

• A collaborative, supportive, and innovative atmosphere, with great colleagues and a multicultural working environment.

• Excellent opportunities for competence development and professional growth.
• Career progression opportunities within a global organisation.
• Flexible remote work options in accordance with our hybrid work model.

Contact & next steps:

Does this sound like the job for you? If yes, we hope to hear from you before the application deadline by submitting your application in our Career portal.

Application deadline: 23/01/2025 at 23:59 EET

Are you still wondering if you should apply and would like to get something clarified? Please reach out to General Manager, Medium and Small Bore Engines Karl-Johan Nixholm via email at karl-johan.nixholm@wartsila.com or Senior Administrative Coordinator Mari Waltzer via email at mari.waltzer@wartsila.com with any questions related to this position (only for questions from direct job applicants, applications through email will not be recorded or responded to).

All new Wärtsilä employees in Finland will attend occupational health checks, including drug tests/screenings. When a person is located outside of Finland, the country's legislation is followed.

This is Wärtsilä 

Wärtsilä is a global leader in innovative technologies and lifecycle solutions for the marine and energy markets. Our team of 18 000 professionals, in more than 200 locations in 79 countries, shape the decarbonisation transformation of our industries across the globe. Read more on www.wartsila.com. 

At Wärtsilä we value, respect, and embrace all our differences, and are committed to diversity, inclusion, and equal employment opportunities; everyone can be their true self and succeed based on their job-relevant merits and abilities. 

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