Technical Asset Management Coordinator (m/f/d)

We are seeking a highly organized and detail-oriented Technical Asset Manager Coordinator to join our Technical Asset Management Team. This role serves as the critical administrative backbone supporting Technical Asset Managers in executing construction projects efficiently, while acting as the primary point of contact between Finance and Accounting teams. You will handlesystem maintenance, vendor management, andcontract administration, and ensure that all vendors, contracts, purchase orders, and guarantees are processed accurately and in compliance with the established Project to Profit workflow.

Contract & Vendor Management

• Negotiate project contracts and orders with vendors in collaboration with Project Managers
• Conduct vendor KYC (Know Your Customer) processes and complete vendor registration forms
• Verify bank details to confirm vendor information
• Create and maintain CAPEX vendors in the system
• Ensure the accuracy of vendor data and compliance with company standards

Purchase Order Administration

• Create and send Purchase Order (PO) forms to vendors
• Generate purchase orders in the system for construction costs based on powers of attorney
• Ensure POs align with budget allocations and approval thresholds
• Communicate PO numbers and relevant information to stakeholders
• Maintain accurate PO documentation and tracking

System & Data Management

• Support system maintenance for construction project data
• Assist with data entry and validation to ensure system integrity
• Coordinate with Data Management (DM) teams on project setup and budget entries
• Maintain organized digital filing systems for contracts, invoices, and project documentation

Budget Support & Coordination

• Support budget allocation processes to sub-categories as assigned
• Coordinate between Construction Managers and finance teams on budget-related matters
• Assist in tracking budget versus actuals reporting
• Ensure proper project coding for financial transactions

Invoice Processing Support

• Facilitate smooth invoice processing workflows
• Coordinate with Real Estate Controlling and the Center of Excellence (COE) in India on invoice management
• Support the approval process for vendor invoices in collaboration with Construction Managers
• Ensure timely resolution of invoice-related queries

Stakeholder Communication

• Serve as the primary administrative contact for Construction Managers
• Coordinate communication between vendors, project teams, and internal departments
• Facilitate the flow of information between Technical Asset Managers and Central functions
• Provide status updates on administrative tasks and system processes

Qualifications & Experience

• Bachelor’s degree in Business Administration, Real Estate Management, Construction Management, or a related field
• At least 3 years of experience in administrative or coordination roles within construction, real estate, or project management environments
• Proficiency in Microsoft Dynamics 365 or similar ERP platforms is a plus
• Understanding of the construction project lifecycle and procurement processes

Skills & Competencies

• Attention to Detail: Exceptional accuracy in data entry, contract review, and system maintenance
• Organizational Skills: Ability to manage multiple projects and priorities simultaneously
• Communication: Clear and professional communication with diverse stakeholders, including vendors and construction teams
• Process Orientation: Strong understanding of business processes and commitment to following established procedures
• Problem-Solving: Proactive approach to identifying and resolving administrative bottlenecks
• Compliance Mindset: Understanding of procurement policies, vendor management protocols, construction contracts, and financial controls
• Fluent in English (written and spoken); and at least one additional European language
• Willingness to support multiple countries/regions as needed
• Strong team player with a service-oriented mindset