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 most importantly, 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.

Essential Functions of the job:

Fleet Management:

• Overall:

  • 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 make sure 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 "AboCar/Langzeitmiete" from Ayvens.

• 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

• Ensuring that IT equipment is in good working order

  • Coordination of technology (meeting rooms, workstations)

  • Ordering IT equipment

  • Creating and tracking IT tickets

• Processing, coordination of office processes

• Mail processing: digital, hard copy, filing, parcels (hard copy filing and dispatch of parcels in future via 1000 satellites)

• Ordering office supplies and other requirements for employees

• Access (building, underground parking garage): Management of access cards (over 1000 satellites in future) and the Envoy app

• Booking meeting rooms

• Hotel booking for employees (for office visits)

Onboarding of new starters

• Coordinate the whole onboarding process of new starters (inkl. technical equipment and mobile phones, business cards, name tags etc.)

• Coordinate the onboarding training days with the specific departments

• Coordinate all requests from new starters

Qualifications:

• > 5 years of relevant work experience, esp with regards to fleet management

• Highly self-motivated and proactive with ability to work both with light touch supervision and as part of a team environment, hands on mentality.

• 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 and keep a level head while maintaining grace under pressure.

• Excellent organizational skills and attention to detail

• High proficiency in Microsoft Office applications, incl. Outlook, Excel, Word, and use of databases

• Proficient written and oral German and English skills

• Highly motivated, solution oriented and a positive attitude

• Success-, service-, and commercial-oriented thinking and working.

• Making things happen, has the right level of problem solving & implementation skills.

Computer Skills:   PC, including MS Office Suite

Other Qualifications:  

Travel:  10-15%

Global Competencies

When we exhibit our values of Patients First, Driving Excellence, Bold Ingenuity, and Collaborative Spirit, through our twelve global competencies below, we help get more affordable medicines to more patients around the world.

• 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

We are proud to be 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 appropriate law. All employment is decided on the basis of qualifications, merit, and business need.