Janine S.-Freelance PMO | Project Assistant | Project Coordination

• Managing the operational back office
• Handling proposals and invoicing
• Supporting pre-accounting tasks
• Coordinating appointments and operational meetings
• Coordinating between management, clients and external partners
• Organizing administrative day-to-day processes

Taking over operational back-office tasks significantly reduces the workload of executive management. Administrative processes run in a more structured, reliable and efficient way, freeing up more time for clients, projects and business decisions.

PMO Support · Project Coordination · Executive Support

IT consulting focused on SAP test and project management, software consulting and development

PMO & Project/Test Management Support:

• Providing operational support to project and test management for SAP S/4HANA transformation projects
• Preparing and organizing test case and task lists
• Checking lists for completeness, plausibility and duplication
• Consolidating project information and maintaining status reports
• Tracking tasks, actions, deadlines, open items and support materials
• Following up on dependencies and progress
• Preparing and following up on meetings, including taking minutes
• Preparing status updates and reports
• Maintaining documentation and information in Jira and Confluence

Executive Support & Business Operations:

• Providing close operational and organizational support to executive management
• Coordinating appointments, meetings and business travel
• Preparing business documents, forecasts, statistics and overviews
• Office management, including orders, equipment and service provider coordination
• Managing proposals, invoices and administrative processes
• Handling contracts, insurance, government agency and fleet matters
• Preparing accounting documents in DATEV
• Improving internal organizational and communication structures

Recruiting, HR & Resource Coordination:

• Active sourcing and candidate management
• Conducting and coordinating interviews
• Preparing contract documents and supporting onboarding
• Supporting tendering and resource processes
• Identifying required qualifications and project requirements
• Matching requirements with available employee profiles
• Supporting the selection of suitable project resources
• Developing and implementing employer branding initiatives

Special Project | Company-Wide Office Relocation:

Independently planned and coordinated the full office relocation from Böblingen to Fellbach

• Planning the schedule, appointments and work packages
• Researching, comparing offers, selecting and hiring external service providers
• Coordinating the moving company and other external contacts
• Planning rooms and workspaces
• Planning moving logistics, furniture allocation and labeling
• Coordinating the technical infrastructure at the new location
• Obtaining and comparing required offers
• Coordinating administrative follow-up tasks and required appointments
• Ongoing coordination with executive management and service providers
• Following up on open items through to completion

Consulting and operational support for companies, executive teams and self-employed professionals, focused on professional organizational structures, efficient processes and reliable delivery in day-to-day and project work.

• Analyzing, organizing and optimizing existing business and work processes
• Building efficient back-office, organizational and communication structures
• Supporting PMO and project coordination, especially project administration, task and deadline management, documentation and status reporting
• Preparing and following up on meetings, and systematically tracking tasks, responsibilities and open items
• Supporting executive teams and project leads with organizational, administrative and operational matters
• Preparing and developing presentations, reports, overviews, decision papers and professional business documents
• Supporting recruiting and executive search, including candidate research, profile assessment, interviews and candidate documentation
• Advising self-employed professionals and small business owners on organizational structures, prioritization, resource management and operational delivery
• Implementing and using digital tools and workflows to improve processes and collaboration
• Independently managing the commercial and organizational aspects of my freelance business, including client acquisition, proposal preparation, project delivery and invoicing
• Since 2021, developing the original service portfolio in brand development, web design and digital communications into a focus on Business Operations, consulting, project support and Executive Support

Recruitment · Client support · Process coordination

Recruitment & client management:

• Independently managing recruitment processes in permanent placement
• Gathering and aligning staffing needs and candidate profiles with clients
• Identifying, approaching and selecting suitable candidates
• Conducting and coordinating interviews
• Preparing and formatting candidate profiles
• Coordinating the selection process between clients
• Supporting and advising clients throughout the hiring process
• Maintaining relevant client, candidate and process information

Project assistance · SAP PPM · Marketing & event coordination

Project assistance & operational coordination:

• Project management/responsibility for “Children's Airport on the Visitor Terrace”
• Supporting project management and specialist teams with organizational and administrative project matters
• Providing project support and documentation using SAP PPM
• Coordinating schedules, information and points of contact
• Preparing and formatting presentations, exposés and other documents
• Supporting proposal and sales processes
• Processing orders and invoices in SAP
• Maintaining customer and project data in the CRM
• General team and office administration

Marketing, event & special project coordination:

• Organizing and supporting events and promotional activities
• Coordinating film and photo shoots
• Liaising with internal teams and external parties
• Coordinating with the Federal Police and security personnel on activities in security-sensitive areas
• Supporting special organizational projects