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

Description du poste

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. 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