Project Administration Support Lead & Service Manager

ALCADIA Entreprises; Noordwijk; On-site; EUR 90,000 - 120,000; Full time

Job summary

ALCADIA is seeking an experienced Service Manager to lead a multidisciplinary Project Management Support Service for ESA's Directorate of Commercialisation and Industry Partnership (CIP). Based at ESTEC, Noordwijk (The Netherlands) and/or ECSAT, Harwell (UK), the role requires travel between sites and to industrial partners as required.

From January 2027 start, you will manage the service team, interface with ESA, and ensure implementation of applicable management requirements, with senior

Qualifications

• Master's degree in a relevant field with 3+ years coordinating a team, service, or Work Package.
• Experience delivering services in complex, international environments with multiple stakeholders.
• Proven ability to manage SLAs, KPIs, risks, issues and reporting.
• Strong leadership, organizational, communication and decision-making skills.
• Knowledge of data quality, confidentiality and controlled business processes.

Responsibilities

• Lead, coordinate and supervise the service team and Work Package activities.
• Act as the main operational interface with ESA Technical Responsibles and Project Managers.
• Implement and maintain Service Plans, SLAs, KPIs, risk registers and reporting.
• Coordinate phase-in, delivery, improvements, knowledge transfer and phase-out activities.
• Monitor service quality, workloads, risks and corrective actions in line with ESA procedures.

Skills

Team management

Stakeholder management

Leadership

Communication

Decision making

Data quality

Education

Master's degree in Project Management / Business Administration / Finance / Economics / Engineering

Tools

ESA-p/SAP

esa-star

EROS

WLMS/Planisware

Power BI

SharePoint

Microsoft 365

Job description

Location: ESTEC, Noordwijk (The Netherlands) and/ or ECSAT, Harwell (United Kingdom) with travel between sites and to industrial partners as required.

Expected Start Date: From January 2027

Missions

ALCADIA is seeking an experienced Service Manager to lead a multidisciplinary Project Management Support Service for ESA's Directorate of Commercialisation and Industry Partnership (CIP).

The successful candidate will have authority over the service team, act as the main operational interface with ESA and ensure the implementation of the applicable EFC3 management requirements.

The role also includes senior support to project administration, procurement, project control and management reporting activities.

Project Administration and Control Support

• Supervise and support procurement and contract administration activities in ESA corporate systems, including Purchase Orders, Work Orders, Contracts, Contract Change Notices, RFXs, Shopping Carts, GRNs and invoices.
• Coordinate financial, manpower, procurement, geo-return and time-to-contract reporting and ensure data consistency across databases and dashboards.
• Support Programme Boards, AC/IPC documentation cycles, financial closures, audits, contract close-out and management reporting.
• Identify opportunities to harmonise and improve processes, reporting, tools and workflows across the CIP Directorate.

The profile will act as service manager

Service Management

• Lead, coordinate and supervise the service team and Work Package activities, ensuring effective prioritisation, continuity of service and timely delivery.
• Act as the principal operational interface with ESA Technical Responsibles, Project Managers, Project Controllers and other stakeholders.
• Implement and maintain the Service Implementation Plan, Service Management Plan, Service Level Agreement, KPIs, risk register and periodic service reporting.
• Coordinate phase-in, normal service delivery, improvement actions, knowledge transfer, back-up arrangements and phase-out activities.
• Monitor service quality, workload, performance, risks, issues and corrective actions and ensure compliance with ESA procedures.
• Ensure compliance with security, export control, data protection and nationality requirements applicable to the assigned programmes.

SKILLS

We are looking for a highly organised and proactive professional holding a Master's degree in Project Management, Business Administration, Finance, Economics, Engineering, or a related field, with at least 3 years of experience coordinating a team, service, or Work Package, combined with hands‑on experience in project administration, procurement, project control, or financial control.

The ideal candidate has a proven track record of delivering services in complex international environments and is comfortable working with multiple stakeholders while ensuring operational excellence, compliance, and high‑quality service delivery.

Key qualifications and competencies:

• Proven experience in service, team, or Work Package management within a complex international environment.
• Strong background in project control, project administration, procurement, contract management, or business support activities.
• Demonstrated ability to manage Service Level Agreements (SLAs), Key Performance Indicators (KPIs), risks, issues, action tracking, and periodic reporting.
• Excellent stakeholder management, leadership, organisational, communication, and decision‑making skills.
• Solid understanding of data quality, auditability, confidentiality requirements, and controlled business processes.
• Advanced proficiency with Microsoft 365, Excel, SharePoint, reporting tools, and management dashboards.
• Fluent written and spoken English. French would be considered an asset.
• Previous experience working with the European Space Agency (ESA), including environments such as EFC3, ESTEC, or ECSAT.
• Practical knowledge of ESA corporate tools and systems, including ESA-p/SAP, esa-star, EROS, WLMS/Planisware, and Power BI.
• Familiarity with MARD requirements, Service Management Plans, and Service Level Agreements.
• Understanding of space programme procurement, project control activities, and industrial interfaces.
• Experience working in environments subject to security regulations, export control requirements, and personal data protection constraints.