Technical Asset Management Administrator/ Coordinator / Assistant (m/f/d) Real Estate

Proxity is a dynamic, pan-European logistics operator with active construction activities across multiple countries. The Construction Projects Operations Specialist is a critical, central support role responsible for standardizing and executing the core administrative and system-related tasks required to efficiently manage our CAPEX and OPEX construction projects.

This role sits within the Technical Asset Management team, reporting directly to the Head of Technical Asset Management.

KEY RESPONSIBILITIES

Position Overview

We are seeking a highly organized and detail-oriented Technical Asset Manager Administrator 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 interface between Finance/Accounting teams. You will handle system maintenance, vendor management, contract administration, and ensure all vendors, contracts, purchase orders, and guarantees are accurately and compliantly processed according to the established Project to Profit workflow.

Key Responsibilities

Contract & Vendor Management

• Negotiate project contracts and orders with vendors in collaboration with Project Managers • Conduct vendor KYC (Know Your Customer) processes and fulfill vendor registration forms • Execute call-backs on bank details to verify vendor information • Create and maintain CAPEX vendors in system • Ensure vendor data accuracy and compliance with company standards

Purchase Order Administration

• Create and send Purchase Order (PO) forms to vendors • Generate Purchase Orders in 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 in system • 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 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 information flow between Technical Asset Managers and Central functions • Provide status updates on administrative tasks and system processes

REQUIRED QUALIFICATIONS

Education & Experience

• Bachelor's degree in Business Administration, Real Estate Management, Construction Management, or related field • Minimum 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 construction project lifecycle and procurement processes

Core 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 contract, and financial controls • Fluent in English (written and spoken); and minimum an additional European languages • Willingness to support multiple countries/regions as needed • Strong team player with service-oriented mindset

We are looking to recruit talented individuals able to drive the success of a growing company, and to bring out their best in an entrepreneurial environment that rewards initiative, effort and excellence.

Apply now and become part of the Proxity team!