Administration Assistant

About the Role

We are hiring an Administration Assistant to support the day-to-day operations of our Glomfjord data centre.

Working closely with the Site Director and Infrastructure Operations team, you'll play a vital role in ensuring the smooth running of our site by providing administrative support across workplace operations, procurement, finance, travel coordination, and documentation.

This role is ideal for someone who is highly organised, proactive, and enjoys working in a fast-paced operational environment where no two days are the same. You'll collaborate with colleagues across multiple functions while helping maintain the efficient operation of one of Europe's next-generation AI data centres.

What you'll be doing

Administrative Support

• Provide day-to-day administrative support to the site leadership team.

• Prepare documents, presentations, reports, and general correspondence.

• Organise meetings, prepare agendas, capture actions, and follow up where required.

• Monitor shared administrative mailboxes and ensure enquiries are directed appropriately.

Calendar, Travel & Meeting Coordination

• Coordinate diaries and meeting schedules for site leadership.

• Book travel, accommodation, meeting rooms, and catering for employees and visitors.

• Support the organisation of internal meetings and site visits.

Procurement & Financial Administration

• Support Procurement and Logistics teams with purchase order administration.

• Maintain procurement records and monitor order status.

• Assist with invoice processing and provide administrative support to Finance.

• Maintain accurate records relating to procurement and financial administration.

Documentation & Compliance

• Maintain organised digital and physical filing systems.

• Ensure policies, procedures, training records, and operational documentation remain accurate and up to date.

• Support Health & Safety administration and compliance documentation.

• Assist with maintaining records required for audits and regulatory compliance.

Office & Workplace Management

• Manage office supplies, stationery, kitchen facilities, and general workplace resources.

• Help maintain a safe, organised, and professional working environment.

• Support visitors, contractors, and new starters as required.

Reporting & Operational Support

• Prepare routine reports, spreadsheets, trackers, and presentations.

• Support the Site Director with administrative reporting and operational coordination.

• Provide general administrative assistance across the wider site and Operations team.

• Continuously identify opportunities to improve administrative processes and efficiency.

About You

Required Experience

• 2+ years of experience in an administrative assistant, office coordinator, workplace support, or similar role.

• Experience working in fast-paced environments such as technology, logistics, construction, manufacturing, or industrial operations.

• Excellent organizational and time management skills with the ability to manage multiple priorities.

• Strong attention to detail and commitment to maintaining accurate records.

• Experience supporting multiple stakeholders across different business functions.

Technical Skills

• Strong proficiency with Microsoft 365 (Outlook, Excel, Word, PowerPoint, Teams, SharePoint) or Google Workspace.

• Comfortable learning new internal systems, procurement platforms, and document management tools.

• Experience maintaining administrative records, trackers, and documentation.

Personal Attributes

• Fluent in English and fluency in Norwegian is required to support local vendors, contractors, and municipal stakeholders.

• Highly organized with excellent planning and coordination skills.

• Proactive, resourceful, and able to anticipate administrative needs.

• Strong interpersonal and communication skills.

• Professional, discreet, and trusted to handle confidential information.

• Collaborative team player with a positive, service-oriented approach.

• Willing to work on-site in Glomfjord on a full-time basis.