Project Operations Support Coordinator

The Project Operations Support Coordinator ensures the effective execution of operational, administrative, and data-driven processes supporting project lifecycle management. The role contributes to project tool management, reporting, KPI tracking, onboarding coordination, and administrative procurement tasks, acting as a transversal support for Project Managers and Operational Teams.

Responsibilities:

• Project Tool Management (Procalc, MEPSec, SharePoint):
• Ensure data quality and timely updates in Procalc (project activation, pass-through handling, release management).
• Coordinate ICPO/EBP entries and updates for project-related items.
• Handle project rights assignments via MEPSec.
• Set up and maintain collaboration spaces (e.g., SharePoint) for internal and external access.

• Reporting & KPI Tracking (operational controlling):
• Update and distribute weekly project monitoring tools (margins, project progress).
• Maintain & compute Key performance indicators on the basis of SAP inputs & other systems (MSM KPIs, Risk Release, Forecast Utilization, FTEs, ...).
• Compile and share detailed utilization forecasts and scoring reports.
• Follow up on project plan reviews and risk release items.

• Administrative & Procurement Support (projects only):
• Initiate supplier account creation and PO processing for project items.
• Support order placement via EBP and SAP.
• Track and report global purchasing indicators by supplier.

• Project Planning & Coordination:
• Support PRM coordination (bi-monthly planning, weekly passage planning, CRs).
• Assist in onboarding activities for new Project Managers.
• Conduct monthly vehicle recensement and follow up on incomplete documentation (projects related).

• Travel & Expense Coordination:
• Manage travel bookings (flights, hotels, vehicles) for project-related needs.
• Manage travel bookings for Top management.
• Expenses monitoring with respect to customer travel policies for invoicing.
• Shuttle board Management.

• Other Support Activities:
• Follow up with necessary actions on pending ESS submissions.
• Maintain and update data repositories (e.g., standby reports).
• Support internal communication and organization for cross-functional project needs.

Key Interfaces:

• Project Managers and Technical Leads
• Finance and Procurement Teams
• Affiliate contacts and External Vendors
• HR (for onboarding coordination & travel policy)
• IT and Tool Administrators