Project Coordinator, Business Support

BeOne continues to grow at a rapid pace with challenging and exciting opportunities for experienced professionals. When considering candidates, we look for scientific and business professionals who are highly motivated, collaborative, and share our passionate interest in fighting cancer.

The Project Coordinator Business Support will support the Assoc. Director Project Management and be responsible for all office related requirements as well as the project coordination in the interface to finance, procurement, fleet and all general administrative requirements of the German Team.

• Fleet Management
  • Establish and manage processes for effective fleet management to ensure efficiency and cost transparency
  • Serve as the interface between employees and car rental/leasing companies as well as Fleet Management Europe
• Employee Support
  • Coordinate all employee requirements, inquiries, and contracts related to company vehicles
  • Manage vehicle delivery coordination and processing of damage assessments
  • Oversee the invoicing process and review invoices related to the fleet
• Knowledge of Car Policy
  • Develop a deep understanding of the company's vehicle policies and ensure this is reflected in new orders
  • Coordinate all changes and updates regarding the car policy in collaboration with Fleet Management Europe and HR
• Onboarding New Employees
  • Coordinate the onboarding of new employees entitled to a company car, including bridging the probationary period and delivery time with appropriate providers
• Additional Responsibilities
  • Keep track of automotive developments and ensure compliance with regulatory requirements related to fleet operations
  • Develop and implement strategies to reduce overall fleet operating costs together with Fleet Management Europe
  • Monitor vehicle usage and performance to ensure the fleet is operated efficiently and sustainably
  • Prepare reports and analyses on fleet status and present findings to management
  • Act as central interface between employees, car rental and leasing companies, and Fleet Management Europe
• Financial & Procurement Support
  • Coordinate vendor onboardings in SAP Ariba
  • Coordinate the creation and editing of PRs / POs in SAP Ariba
  • Coordinate invoices, tracking invoices, processing reminders
• Office Management
  • Ensure IT equipment is in good working order and coordinate technology (meeting rooms, workstations)
  • Order IT equipment and create and track IT tickets
  • Process and coordinate office processes, mail handling, and supplies
  • Manage access (building, parking) and related apps
  • Book meeting rooms and arrange hotel bookings for employees visiting the office
• Onboarding of new starters
  • Coordinate the full onboarding process of new starters (including technical equipment, mobile phones, business cards, name tags)
  • Coordinate onboarding training days with specific departments
  • Coordinate all requests from new starters

• > 5 years of relevant work experience, especially in fleet management
• Highly self-motivated and proactive with ability to work with light supervision or as part of a team
• Strong leadership and time, task, and resource management skills
• Exceptional interpersonal and communication skills
• Solid planning, project management and analytical skills
• High social competence, customer orientation and capacity for teamwork
• Ability to work swiftly and efficiently in a fast-paced environment with composure under pressure
• Excellent organizational skills and attention to detail
• Proficiency in Microsoft Office applications (Outlook, Excel, Word) and databases
• Proficient written and oral German and English skills
• Highly motivated, solution oriented with a positive attitude
• Results-, service-, and commercial-oriented thinking and action
• Strong problem solving and implementation skills

• Travel: 10-15%

• Fosters Teamwork
• Provides and solicits honest and actionable feedback
• Self-Awareness
• Acts Inclusively
• Demonstrates Initiative
• Entrepreneurial mindset
• Continuous Learning
• Embraces Change
• Results-Oriented
• Analytical Thinking/Data Analysis
• Financial Excellence
• Communicates with Clarity

• Seniority level:
  Mid-Senior level
• Employment type:
  
  Full-time
• Job function:
  Information Technology

We are an equal opportunity employer. BeOne does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, disability, national origin, veteran status or any other basis covered by law. All employment is decided on the basis of qualifications, merit, and business need.