Project Office Coordinator

The zetcom group AG belongs to the leading software companies for cultural institutions (museums and collections). Over 2,500 customers in over 35 countries use our configurable and individualizable software solutions to uncover, manage, and mediate cultural heritage. They are supported by our headquarters in Switzerland and our subsidiaries in Germany, France, Spain, the USA, Australia, Finland, Norway, and our global partners. Since 2020, the zetcom group AG has been part of the Culture Software Group, which offers fully integrated and seamless digital visitor experiences in the cultural sector.

To strengthen our Project Office Teams (PMO), which coordinates all product implementations in the Cultural sector and leads our project portfolio across locations, we are looking for a Project Office Coordinator (m/w/d, unlimited, 80-100%) at our Standort Berlin or Bern from February 1st, 2026.

Aufgaben

In this role, you will be an important link between sales and product delivery and centrally involved in preparing our projects. In the PMO team, you will prepare resource planning and keep our planning data up to date. You will enable our project managers through administrative preparation for a smooth project start:

• To accept and review all incoming customer project orders as well as maintain the order book
• To conduct customer dialogues during project preparation
• To track tasks between us and our customers during project initialization
• To maintain project data for resource planning and project disposition
• To prepare regular planning meetings and conduct coordination talks with customers (order clarification)
• To create project summaries for project managers (handovers)
• To perform basic setup procedures for projects (e.g. setting up Jira and Confluence, authorizations, file sharing, commissioning new application instances)
• To monitor the process of data provision by our customers as well as subsequent data analysis
• To support ongoing projects in the role of project assistant as needed
• To improve project templates and documentation as well as simplify PMO processes
• To administer user management in the Atlassian Suite
• To support new team members during onboarding by demonstrating tools, documentation, and procedures

Qualifikation

This role is broad-based and can be taken over by beginners in project business just as well as by project professionals. Central are the willingness and ability to drive the success of project teams forward through engagement and support. You possess:

• Pleasure in organizing, preparing, adjusting, and coordinating
• Cash flow and customer-centric thinking
• A high degree of self-motivation, self-organization, time management, and flexibility in prioritizing tasks, especially in virtual team daily life
• Very good communication skills in German and English and interaction skills with diverse teams
• Safety and efficiency in task execution, especially also for routine tasks
• A higher commercial education or completed studies (economics, management, or comparable)
• A minimum of five years of experience in the profession, ideally in service companies and/or software industry
• Fundamental knowledge of aspects of project management (such as planning, tasks, risks, budgets, resources, changes) and project concepts desirable
• Experience as a project manager, project specialist, or project assistant beneficial (but not required)
• User knowledge of the Atlassian Suite desirable (or comparable task management)

Benefits

• A very varied job in an international, diverse, collegiate, and highly motivated team with German- and English-speaking daily life
• The opportunity to bring your own ideas into the PMO, take responsibility, build customer relationships, and grow in project business
• Participation in developing a dynamic global market and expanding our leading position
• A worldwide customer base with unique cultural heritage collections
• The once-in-a-lifetime opportunity to work at the exciting interface between high-tech and culture with insight into technical project management
• A workplace in an innovative company right in Berlin or Bern, with flexible working hours and hybrid working models, including Workation and equipment for home office

As an international company with strong and long-standing roots in the cultural sector, we appreciate, support, and celebrate human diversity, cultural differences, personal opinions, and people of any origin. This engagement is expected from our employees and partners.

Are you ready to support the team, make a difference, and shape the future? We look forward to your application!

Please feel free to contact us if you have questions about the company or position.

Your application will be processed by us from January 5th, 2026.

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