Assistant Operations Manager

Y-Axis; Berlin; Hybrid; EUR 32,000 - 46,000; Full time

Job summary

ISS Facility Services is seeking an Administrative Coordinator to manage security clearance processes and support employees with government clearance requirements. This onsite-to-hybrid role emphasizes organization, data integrity, and confidential handling of sensitive information.

The successful candidate will oversee high-volume clearance requests, develop clear work instructions, and maintain accurate records in HRIS and Excel, ensuring efficient onboarding and site access for employees.

Qualifications

• Experience in an administrative role.
• ACSO potential and Government of Canada Secret clearance requirements.
• Excellent organizational and data‑driven focus.
• Ability to manage high-volume, repetitive processes with accuracy.
• Proactive, quick learner with initiative.

Responsibilities

• Manage a high volume of security clearance requests across the organization using government portals and third-party systems.
• Develop and maintain work instructions for internal clearance processes.
• Accurately maintain and update tracking spreadsheets in Excel.
• Maintain clearance records within the HRIS, ensuring data integrity and confidentiality.
• Prepare employment verification letters in a timely manner.
• Handle multiple administrative priorities while maintaining strong attention to detail.
• Take ownership of processes and continuously look for ways to improve efficiency.
• Perform additional administrative duties as required.

Skills

Organizational skills

Attention to detail

Microsoft Office

Independent work

Problem solving

Multitasking

Discretion/confidentiality

Strong communication

Tools

Microsoft Office

Job description

Assistant Operations Manager at ISS Facility Services Office Based

Berlin, Berlin, Germany - Full Time

Start Date

Immediate

Expiry Date

17 Nov, 26

0.0

Posted On

03 Sep, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

No

About This Role

We are seeking a detail-oriented and highly organized Administrative Coordinator who thrives in a fast-paced, high-volume environment to manage the security clearance processes for Houle. The position is based in Burnaby, BC and will be 100% onsite to start and then a hybrid work model.

The Administrative Coordinator is responsible for supporting employees by providing clear guidance on government clearance requirements, monitoring expired clearances for renewal, and managing security access for client sites. The successful candidate will combine strong organizational skills with the ability to learn quickly, communicate effectively, and ensure a seamless, efficient experience for employees.

Your Responsibilities

• Manage a high volume of security clearance requests across the organization using government portals and third-party systems
• Develop and maintain work instructions for internal clearance processes
• Accurately maintain and update tracking spreadsheets in Excel
• Maintain clearance records within the HRIS, ensuring data integrity and confidentiality
• Prepare employment verification letters in a timely manner
• Handle multiple administrative priorities while maintaining strong attention to detail
• Take ownership of processes and continuously look for ways to improve efficiency
• Perform additional administrative duties as required

Your Experience And Skills

• Previous experience in an administrative role, with a clear interest in building a long-term career in administration
• This role will be acting as an alternate company security officer (ACSO). The successful candidate must meet the requirements to obtain Government of Canada Secret clearance.
• Exceptional organizational skills and strong attention to detail
• Proven ability to manage high-volume, repetitive processes with accuracy and consistency
• A quick learner who can adapt to new systems and processes with ease
• Strong proficiency in Microsoft Office (Outlook, Word, Excel)
• Excellent problem-solving skills and the ability to work independently
• Ability to prioritize and manage multiple tasks in a fast-paced environment
• A high level of discretion and ability to maintain confidentiality