HR & Office Administrator

About the Role

Are you a structured, people-oriented professional who thrives in a fast-paced environment? Do you enjoy balancing hands-on HR work with being the heartbeat of an office? We are now looking for a HR & Office Administrator to join our Nordic HR team! 

This is a fantastic opportunity to play a key role in both HR operations and office coordination — ensuring smooth processes, supporting managers and employees, and helping us create an engaging and welcoming workplace.

As our HR & Office Administrator, you will report to the Nordic HR Manager and support a wide range of HR and administrative tasks. Your responsibilities will be split approximately between HR administration (70%) and office administration/support (30%).

Key Responsibilities

HR Administration (approx. 70%)
•    Produce HR statistics and general reporting 
•    Prepare employment contracts and other HR documentation
•    Support recruitment and manage onboarding/offboarding processes
•    Maintain employee data in different systems, for example SAP SuccessFactors
•    Assist the HR Manager in the different HR processes
•    Ensure the employee handbook and HR documents are up to date
•    Handle personnel administration such as pensions, insurances, and reporting to Finance
•    Support managers in HR processes and initiatives
•    Act as contact person for occupational health care providers
•    Assist the payroll consultant with various matters
•    Administer company cars

Office Administration (approx. 30%)
•    Be the first point of contact for external visitors

•    Act as the go-to person for office-related questions and needs
•    Order food, coordinate joint meals, and organize social events
•    Serve as contact for office suppliers (plants, office materials, delivery services, etc.)
•    Manage purchases of employee gifts and similar items

Skills

We believe you are someone who is:
•    Structured, flexible, and service-minded
•    A self-starter who thrives in a high-paced environment
•    Trustworthy with a high level of integrity
•    Social, people-interested, and collaborative
•    Result-focused with a “doer mindset”

Job Requirements

•    Strong written and verbal communication skills
•    Business and financial understanding
•    Knowledge of Swedish labor law
•    Professional proficiency in English (written and verbal)
•    Bachelor’s degree in HR or similar
•    Excellent computer and administrative skills
•    Fluent in Swedish, Danish or Norwegian

About Caldic

This is a role where you truly get to make an impact — both on HR operations and on the everyday experience of our employees. You’ll join a supportive Nordic team, work closely with managers across the organization, and be part of building a modern, engaging workplace in Malmö, Sweden. If you are at the start of your HR career, this could really be the opportunity for you!

At Caldic, we’re a global leader in distribution solutions, serving diverse markets across the world. Joining us means becoming part of an entrepreneurial, collaborative, and innovation-driven team.

We offer:

• Global opportunities with rapid career growth and development
• An inclusive, diverse, and dynamic work environment
• The chance to shape the future of specialty ingredient solutions across industries like food, pharma, personal care, and more

We operate in 43 countries around the world. Our innovative solutions are tailored to meet the needs of industries such as food, pharma, personal care, and industrial markets, ensuring sustainable success for all stakeholders. To learn more, visit: www.caldic.com

Ready to Join Us?

If you're ready to take your career to the next level and join a global leader, apply now at Caldic!

Equal Opportunity Employer

Caldic celebrates diversity and is committed to fostering an inclusive work environment. We do not discriminate on the basis of race, religion, gender, or any other characteristic.