Project Office Specialist

Project Office Specialist
Viseu
Viseu, Viseu District, Portugal

Project Office Specialist (Portugal-based, supporting Germany)

Full-time | Remote from Portugal | Departamento: Project Office (PO)

About the Role

Do you enjoy working with numbers and keeping track of complex processes? Are you motivated by transforming data into clarity and supporting smooth project execution? We are seeking a Project Office Specialist to join our team in Portugal and support our Project Office (PO) in Germany. The PO team at KPHS handles administrative and
- related tasks for project managers, ensuring efficient operations across international customer projects.

Your Responsibilities

• Monitor incoming customer orders and accurately register them in our ERP systems.
• Maintain alignment between our project tracking tools and ERP system throughout the entire project lifecycle.
• Support project managers in monthly billing activities, ensuring timely and accurate invoicing.
• Assist in preparing financial and operational forecasts for ongoing customer projects.
• Collaborate closely with project managers, program managers, Controlling, and Accounting to ensure smooth information flow and process consistency.
• Support
  - related reporting by consolidating and reviewing complex data sets.

Your Profile

• Completed vocational training or a university degree in business administration, finance, project management, or a related field.
• Strong English communication skills (German language skills are an advantage but not mandatory).
• High attention to detail, strong analytical abilities, and quick comprehension of new processes.
• Communicative, reliable, and comfortable working in an international, distributed environment.

Nice to have:

• Experience working with ERP systems—ideally SAP.
• Familiarity with Jira, Power
  BI, MS Office (especially Excel), or general confidence with IT systems.
• Ability to handle and interpret complex data structures.
• Experience with organizational coordination approaches like the Flight Levels model is advantageous.

What We Offer

• A collaborative working environment within an international team.
• The opportunity to support globally distributed projects.
• Remote-first work from Portugal with strong integration into the German-based team.
• A structured onboarding process, as well as
  - on training provided by your functional lead to ensure a smooth start and continuous support.
• Room for professional growth in project operations, and financial processes.