Senior Operations Coordination Support

Swisslinx AG; Zürich; Vor Ort; CHF 72.000 - 100.000; Vollzeit

Zusammenfassung

Swisslinx AG is seeking a Senior Operations Coordination Support for a leading international organisation in Basel. You will provide high-level administrative and coordination support within the Real Estate & Facility Management team, collaborating with project managers, engineers, procurement, and senior stakeholders.

The role covers cross-project coordination, preparation of documents and minutes, budget monitoring, procurement, onboarding of suppliers, and process improvements.

Qualifikationen

• 6+ years of experience in business administration or project support.
• Experience supporting project managers with administration, coordination and budgeting.
• Experience with budget monitoring and procurement processes.
• Strong analytical and numerical data analysis for reports.
• Proficient in Microsoft Office; able to learn new systems.
• Experience with policies and structured business processes.
• Interest in Real Estate / Facility Management or project-based environments.
• Education in Business Administration, Project Management, or related field, or equivalent experience.
• Highly organized, detail-oriented, able to work independently with changing priorities.
• Strong communication and stakeholder management with senior stakeholders.

Aufgaben

• Coordinate administrative and operational activities across projects, meetings, conferences and travel.
• Prepare professional documents, correspondence, reports, agendas and meeting minutes.
• Collate, analyse and summarise data to produce status reports for decision-making.
• Support budget administration, including monitoring costs and reporting.
• Manage procurement activities including purchase requisitions, orders and PO receipt management.
• Support project managers with documentation and coordination.
• Maintain departmental records and ensure policy compliance.
• Coordinate onboarding for external suppliers, consultants and team members.
• Contribute to process improvements and keep priorities on track.

Kenntnisse

Budget monitoring

Procurement

Stakeholder management

Analytical skills

MS Office

Organised

Communication

Ausbildung

Education in Business Administration, Project Management, Office Management or related field

Jobbeschreibung

Work with a leading international organisation in Basel, supporting a dynamic Real Estate & Facility Management team across project coordination, administration, procurement and budget activities.

Senior Operations Coordination Support

Job description:

As Senior Operations Coordination Support, you will provide high-level administrative and coordination support within the Real Estate & Facility Management team. Working independently in a matrix environment, you will collaborate with project managers, engineers, architects, procurement, corporate security, senior stakeholders and external suppliers.

About the customer:

• Location: Basel
• Start: November 2026, latest December 2026
• Duration: 2-year contract with possible extension
• Workload: 80% preferred

Requirements:

• Coordinate administrative and operational activities across projects, meetings, appointments, conferences and travel.
• Prepare professional documents, correspondence, reports, agendas and meeting minutes, including materials for senior and board-level stakeholders.
• Collate, analyse and summarise data to produce status reports, identify trends and support decision‑making.
• Support budget administration, including monitoring costs and preparing data for budget control and reporting.
• Manage procurement activities including purchase requisitions, orders and PO receipt management.
• Support project managers with documentation, business cases and general project coordination.
• Maintain departmental records and ensure activities comply with relevant internal policies and procedures.
• Coordinate access and onboarding for external suppliers, consultants and other team members.
• Contribute to process improvements and help keep priorities and activities on track across the wider team.

Competences:

• 6+ years of relevant experience within business administration, project/programme support, operations coordination, PMO or a similar environment.
• Strong experience supporting project managers with administration, coordination, meetings, documentation and budget‑related activities.
• Hands‑on experience with budget monitoring/cost control and procurement, including purchase requisitions and purchase orders.
• Strong analytical and numerical skills with experience preparing and analysing data for reports and decision‑making.
• Confident user of Microsoft Office and comfortable learning new systems and tools.
• Experience working with policies, procedures and structured business processes.
• An affinity with Real Estate / Facility Management or project‑based environments is highly desirable.
• Education in Business Administration, Project Management, Office Management or a related field, or equivalent professional experience.
• Highly organised, detail‑oriented and able to work independently while managing changing priorities.
• Strong communication and stakeholder management skills, with the ability to collaborate effectively with senior stakeholders, suppliers and multidisciplinary teams.