Senior Specialist Workplace Management - - Multimedia Governance, Commercials (m/f/d)

Stellenbeschreibung:

Overview

In this role, you will provide administrative and commercial support to the Multimedia & Events team within Workplaces, ensuring accurate PO processing, budget tracking, and reliable documentation for multimedia projects. You will work closely with Finance, Procurement and internal stakeholders to enable smooth service delivery and project handover. The position emphasizes data quality, reporting, and continual process improvement. This is an opportunity to help manage a global real estate and events portfolio at a leading sports brand.

Verantwortungsbereiche

Create, update and track purchase orders in the ERP system aligned with approvals
Obtain quotations for audiovisual equipment, services, software and licenses and support comparisons and approvals
Post and track goods receipts and resolve invoice/PO discrepancies with stakeholders and suppliers
Maintain PO, commitment, actual-cost and forecast trackers for operations and projects
Prepare recurring financial analyses and standard reports (budget vs actual, open commitments, forecasts)
Identify data variances and escalate overdue actions to managers
Support budget planning/forecasting by consolidating inputs and maintaining planning templates
Maintain commercial documentation for contracts, licenses, invoices, and vendor records
Manage chargeback information and internal cost allocations with Finance/Controlling
Prepare data and documentation for vendor reviews, service reporting, audits and updates
Track actions, deadlines, renewals, and follow-ups with service owners and providers
Provide administrative coordination (access requests, onboarding, meeting prep) for the team
Support continuous improvement by updating templates, trackers and instructions
Contribute to handover of multimedia installations and projects with proper documentation and follow-ups

Zentrale Anforderungen

Sound understanding of PO, invoice, goods receipt and budget-tracking processes in a service environment
Strong financial and analytical skills with ability to consolidate data and prepare reports
High attention to detail and a structured, process-oriented approach
Ability to manage multiple administrative activities and deadlines
Good communication and collaboration skills with internal and external stakeholders
Proficiency in Microsoft Office (Excel, PowerPoint)
Comfort with ERP systems, e.g., SAP, and willingness to learn new tools
Business fluency in English; German required for local coordination
Team-oriented mindset and service-focused approach to multimedia, events and workplace technology services
Several years of relevant experience in commercial administration, financial tracking or coordination