Senior Project Operations Specialist

Herspiegel is a global life sciences consultancy that guides pharmaceutical and biotech companies through their most decisive moments powering commercial success and expanding patient access. 

From early asset strategy to launch readiness and market optimization, we help clients navigate complexity and seize opportunity. 

The Senior Project Operations Specialist plays a key role in ensuring the smooth running of Herspiegel’s business operations function. You will contribute to the seamless support and delivery of the Operations Team’s activities, helping to bring Herspiegel’s ethos of innovation and collaboration to life through proactive business support and administration, well-organised events and efficient office practices. This role will promote change and actively be a change agent for the global Herspiegel organization. 

This role is responsible for providing guidance and support to junior members of the team and you will work closely with internal teams within the organization as well as external partners in supporting day-to-day business operations. You will lead in the administration and maintenance of operational activities which play a pivotal role in assisting the delivery teams in project management processes, CMap and other system updates, managing the capacity process and supporting financial management of projects. 

ROLE RESPONSIBILITIES AND EXPECTATIONS 

Capacity management & resourcing

• Evaluate project needs and align internal and contractor resources appropriately using CMap throughout the project lifecycle (50% probability in pipeline through to project close) 

• Use reports in CMap to support resourcing and proactively troubleshoot capacity challenges across projects 

• Liaise with project specialists and project leads in other service lines to support resourcing for cross-functional projects  

• Monitor assigned delivery team workload, identify resourcing risks, and propose proactive solutions

• Communicate with relevant stakeholders on updates in a timely manner

• Support strategic hiring plans by ongoing review of optimal resourcing on projects, reviewing the pipeline and actively manages to resource plan

Project Coordination

• Support the project set-up and project close process with the delivery team

• Support project coordination across complex client accounts and additional projects as needed

• Track progress against key milestones and support project hygiene (e.g. meeting actions, stakeholder updates)

• Facilitate effective communication and coordination between internal teams and external stakeholders e.g. contractors, KOLs

Finance and reporting

• Ensure accurate CMap data entry across revenue scheduling, invoicing, timelines, and project estimates

• Direct support on invoice management 

• Produce regular reporting to support financial performance reviews (e.g. utilization, project health, profitability)

• Collaborate with Project Directors and senior leads to ensure internal reporting aligns with delivery and commercial objectives

• Support the BD teams and service line leads in preparation of internal meetings (e.g. QBR and annual strategy etc.)

Training and SOP development

• Support development and continuous improvement of SOPs and project infrastructure

• Assist with onboarding and upskilling of team members, particularly Project Leads and Project Directors, using a train-the-trainer approach

• Contribute to identifying training needs and producing materials that support operational capability building

• Support integration across the global Herspiegel business (assisting in system training, sharing best practice across teams, engagement of global stakeholders to support new process development)

Project systems and data accuracy

· Maintain accurate project and team allocations in the CMap and related tools

· Ensure team members keep capacity plans updated to support timely and informed resourcing decisions

· Generate and present relevant operational metrics (e.g. WIP forecasts, utilization, delivery KPIs) to inform decision-making across delivery and operations teams

· Timesheet champion. Support teams in timesheet compliance and accuracy of timesheet entries into CMap

· Education and background: Bachelor’s degree (or equivalent experience) in Business Administration, HR, Operations. Minimum 2+ years in administrative support is essential.

· Organization & efficiency: Ensure effective support and seamless co-ordination across business and office operations, marketing, and events

· Attention to detail: Maintain accuracy in planning, documentation, and execution of tasks

· Project management: Ability to juggle multiple tasks and lead small projects in a timely manner and to a high quality

· Stakeholder support: Assist key team members in maintaining high-quality business operations delivery

· Proactivity: Identify and implement improvements to streamline processes and enhance efficiency

· Collaboration: Work closely with internal teams and external partners to support business activities. 

· Communication: Excellent written and verbal communication skills with a friendly and professional approach

· Change management: Embrace change management and promote a positive attitude to organizational growth and development

Desirable skills

· Language Proficiency: 

o Possess exceptional fluency in English, both spoken and written, native or at a strong business-standard level (CEFR C1/C2). 

o Other languages beneficial but not essential. 

· Software and Technical Skills: 

o Proficient in Microsoft Office Suite (Teams, Word, Excel, PowerPoint). 

o project management and CRM tools (e.g., Salesforce, CMap, NetSuite, Monday.com etc.) with a willingness to learn new systems