As a Senior Operations & Project Support Specialist, you will play a key role in ensuring the smooth coordination of operational and administrative activities within a dynamic facility and real estate environment. You will support project teams, manage critical documentation and reporting activities, coordinate stakeholders, and contribute to budgeting and procurement processes.

ASAP - Senior Operations Coordination Support (m/f/d) 80-100%

Our client is a well-established international organisation. The team supports a broad Real Estate & Facility Management function and works closely with internal stakeholders, technical experts, procurement teams, and external service providers. This opportunity offers exposure to business operations, project coordination, budgeting activities, and executive-level support.

Description

Administrative & Executive Support

• Coordinate day-to-day operational and administrative activities for a multidisciplinary team.
• Prepare professional correspondence, presentations, reports, meeting agendas, and minutes for senior stakeholders.
• Organise meetings, workshops, and travel arrangements while ensuring efficient diary management.
• Maintain accurate records and handle sensitive information with discretion.

Reporting & Data Analysis

• Collect, consolidate, and interpret operational and financial data from multiple sources.
• Produce recurring and ad hoc reports to support business decision-making.
• Monitor key budget indicators and contribute to financial tracking activities.
• Support the preparation of business cases and planning documentation.

Procurement & Supplier Coordination

• Assist with purchasing activities, including requisition management and order processing.
• Support supplier onboarding and facilitate access processes for contractors and external partners.
• Liaise with vendors and internal stakeholders to ensure smooth operational delivery.

Project & Operational Coordination

• Provide administrative support to project managers and operational teams.
• Coordinate actions across multiple stakeholders within a matrix organisation.
• Track deliverables, follow up on deadlines, and help drive continuous process improvements.
• Ensure activities align with internal policies, procedures, and compliance requirements.

Profile

• Degree, diploma, or equivalent qualification in Business Administration, Office Management, Project Management, or a related discipline.
• 6-10 years of experience in operations support, programme office, project coordination, business administration, or a similar function.
• Proven track record supporting project managers and operational teams.
• Experience with budgeting activities, cost control, reporting, and purchase requisitions.
• Strong proficiency with Microsoft Office tools and business systems.
• Comfortable analysing data, identifying trends, and translating information into meaningful reports.
• Ability to manage multiple priorities independently in a complex organisation.
• Fluent English and German are required.
• Additional European languages would be considered an advantage.
• Strong organisational and coordination capabilities.
• Excellent written and verbal communication skills.
• Analytical and detail-oriented approach.
• Ability to influence and collaborate across diverse stakeholder groups.
• Flexible, proactive, and solution-focused mindset.
• Team-oriented with the ability to work autonomously when needed

Job Offer

· Exposure to a large international environment and senior stakeholders.

· Opportunity to work alongside engineers, architects, procurement professionals, and project teams.

· Broad role combining operations, project support, procurement, budgeting, and stakeholder coordination