Senior Specialist Workplace Management - - Multimedia Governance, Commercials

Sits within Workplaces, part of Real Estate & Facilities, and provides administrative and commercial support to the Multimedia & Events team and its service areas. It ensures accurate purchase order processing, transparent tracking of budgets and financial data, and reliable commercial documentation for multimedia operations, event services, workplace technology solutions and related projects. Working within established processes and guidelines, the role supports responsible managers and service-area owners with analysis, reporting and follow-up.

• Create, update and track purchase orders for multimedia operations, event services, workplace technology, licences and related projects in the relevant ERP system and in line with established approval processes.
• Obtain and document quotations for audiovisual equipment, multimedia services, event support, software and licences; support commercial comparisons and follow up on required approvals with Procurement, Finance and Multimedia & Events stakeholders.
• Post and track goods receipts for equipment and services and support the clarification of invoice, purchase order and delivery discrepancies with Multimedia & Events service owners and suppliers.
• Maintain purchase order, commitment, actual-cost and forecast trackers for Multimedia & Events operations, services and projects and ensure data is complete and up to date.
• Prepare recurring financial analyses and standard reports for Multimedia & Events, including budget-versus-actual overviews, open commitments, forecast updates and cost summaries by service area or project.
• Identify data variances, missing information and overdue actions and escalate them to the responsible manager or service-area owner.
• Support annual and recurring budget planning and forecasting for Multimedia & Events by consolidating inputs from service areas and projects and maintaining planning files and templates.
• Maintain structured commercial documentation for multimedia and event service contracts, quotations, purchase orders, invoices, chargebacks, software and equipment licences, and vendor records.
• Administer agreed chargeback information for event services and shared multimedia solutions and support the preparation and tracking of internal cost allocations in coordination with Finance and Controlling.
• Prepare commercial data and documentation for Multimedia & Events vendor reviews, service reporting, audit requests and management updates using established templates.
• Track actions, deadlines, renewals and commercial follow-ups with Multimedia & Events service owners, internal stakeholders and external audiovisual, event and technology providers.
• Provide administrative coordination for the Multimedia & Events team, including supplier and system access requests, onboarding support, service and project meeting preparation, and maintenance of team and service information.
• Support continuous improvement by highlighting recurring administrative or commercial issues in Multimedia & Events processes and contributing to updates of templates, trackers and working instructions.
• Contribute to the delivery and handover of multimedia installations, workplace technology solutions and event-related projects by maintaining commercial documentation, purchase order status, cost tracking, licence information and agreed follow-up actions.

• Sound understanding of purchase order, invoice, goods receipt and budget-tracking processes in a multimedia, events, workplace technology or comparable service environment.
• Good financial and analytical skills with the ability to consolidate data, perform standard variance analyses and prepare clear reports.
• High attention to detail and a structured, reliable and process-oriented way of working.
• Ability to manage multiple administrative activities, deadlines and follow-ups within defined priorities and procedures.
• Good communication and collaboration skills when working with Multimedia & Events service owners, Finance, Procurement, Tech / IT, internal stakeholders and external providers.
• Good knowledge of Microsoft Office, particularly Excel and PowerPoint.
• Confident handling of ERP and support systems, for example SAP, and willingness to learn additional tools.
• Business fluency in English, written and spoken; German is required for local supplier and administrative coordination.
• Team-oriented mindset, service-focused approach and interest in multimedia, events and workplace technology services.
• University degree in business administration, finance, facility management or a related field, or an equivalent combination of education and experience.
• Several years of relevant work experience in commercial administration, purchasing support, financial tracking, controlling support or operational coordination.
• Practical experience with purchase orders, invoices, budget trackers, reporting and administrative documentation.

• Exposure to service, licence, equipment or project-related cost tracking.
• Experience in multimedia, events, audiovisual services, workplace technology, technical services or a comparable operational service environment.

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