Project & Sales Coordinator

Heidrick & Struggles is the world’s foremost advisor on executive leadership, driving superior client performance through premier human capital leadership advisory services. For more than 70 years, we’ve delivered value for our clients by leveraging unrivaled expertise to help organizations discover and enable outstanding leaders and teams. Learn more at www.heidrick.com

Position Overview

The Project & Sales Coordinator plays a central role in supporting revenue-generating activities across the entire client and project lifecycle. Acting as a partner to the sales organization, the role combines project coordination, sales operations, business development support, account management assistance, stakeholder coordination, and operational excellence.

The position serves as an important interface between Sales, Clients, Interim Managers, Finance, Legal, and other internal stakeholders. Through proactive coordination, process management, and relationship building, the Coordinator helps ensure the successful execution of client projects while contributing to business development initiatives, sales effectiveness, and long-term client relationships.

Key Responsibilities

1. Sales Operations & Business Development Support
   • Support Directors in the execution of business development and client acquisition activities.
   • Conduct market, company, and industry research to identify opportunities and prepare for client meetings.
   • Prepare client presentations, sales materials, company profiles, and business analyses.
   • Coordinate reference calls and qualification activities within the manager network.
   • Support the development and execution of sales campaigns and business development initiatives.
   • Assist with account management activities and the ongoing maintenance of client relationships.
   • Support sales forecasting, pipeline management, sales controlling, and reporting activities.
   • Maintain CRM data integrity, project information, contacts, companies, and performance indicators.
   • Provide operational support throughout the entire sales cycle, from opportunity creation through successful project completion.
2. Project Coordination & Delivery Support
   • Coordinate and support client projects throughout their full lifecycle.
   • Gain a thorough understanding of project objectives, scope, timelines, budgets, and risks.
   • Monitor project activities and proactively identify potential issues or bottlenecks.
   • Coordinate communication between clients, interim managers, Directors, and internal stakeholders.
   • Ensure timely project updates and transparency for all stakeholders.
   • Organize manager interviews, presentations, review meetings, and project-related appointments.
   • Support interim managers from initial introduction through contract execution and project delivery.
   • Ensure complete project documentation, handovers, and administrative accuracy.
3. Commercial Administration & Project Controlling
   • Coordinate project administration and maintain accurate project records throughout all project phases.
   • Review timesheets, invoices, and billing documentation from interim managers.
   • Act as liaison between Sales and Finance regarding invoicing, billing clarification, and commercial processes.
   • Support project-related contract administration in collaboration with Legal and Finance.
   • Prepare reports, analyses, management presentations, and KPI dashboards.
   • Contribute to effective project controlling and revenue tracking activities.
4. Stakeholder Management & Relationship Coordination
   • Build and maintain strong professional relationships with internal and external stakeholders.
   • Act as a trusted point of contact for clients, interim managers, business partners, and service providers.
   • Ensure professional, timely, and effective communication across all stakeholder groups.
   • Facilitate collaboration across departments and support smooth operational processes.
   • Represent the organization professionally in client-facing interactions and business environments.
5. Event & Client Engagement Support
   • Plan, organize, coordinate, and support client, manager, and internal events.
   • Manage event logistics, communications, participant coordination, and follow-up activities.
   • Provide on-site event support and ensure a professional participant experience.
   • Leverage events as opportunities to strengthen relationships and support business development objectives.
6. Executive & Operational Support
   • Provide high-quality operational and organizational support to Directors and Sales Teams.
   • Coordinate calendars, meetings, travel arrangements, and expense management.
   • Manage correspondence and day-to-day administrative priorities.
   • Prepare meeting agendas, materials, follow-up actions, and documentation.
   • Support prioritization and execution of operational tasks to maximize business efficiency and productivity.

Expectations

The Project & Sales Coordinator is expected to demonstrate:

• A strong sense of ownership and accountability.
• Commercial awareness and business acumen.
• Proactive and solution-oriented thinking.
• Excellent organizational and communication skills.
• Strong relationship-building capabilities.
• The ability to work effectively in a dynamic and international environment.
• Continuous learning and development of industry, market, and business knowledge.
• A collaborative mindset and commitment to knowledge sharing across teams.
• Professional representation of the organization in all internal and external interactions.

Role Summary

This role combines Sales Operations, Business Development Support, Project Coordination, Commercial Administration, and Stakeholder Management in one highly versatile function. The position contributes directly to revenue generation by enabling sales effectiveness, supporting client acquisition and account development activities, coordinating successful project execution, and ensuring operational excellence across the business.

Profile

Completed commercial, business, or sales-related vocational training or a comparable qualification. Several years of professional experience in a comparable role within a sales, consulting, professional services, or client-facing environment. Proven experience supporting sales operations, business development, account management, and/or project coordination activities. Experience collaborating with senior leaders and managing relationships with a diverse range of internal and external stakeholders. Strong understanding of business processes, project lifecycles, and commercial activities within a dynamic service environment. Experience supporting sales controlling, reporting, forecasting, and KPI-driven business management. Experience coordinating multiple priorities simultaneously while maintaining a high level of service quality, responsiveness, and stakeholder focus. Advanced proficiency in Microsoft Office, particularly Outlook, Word, Excel, and PowerPoint. Experience working with CRM systems, databases, and reporting tools. Strong interest in market, industry, and client topics, with the ability to prepare research, analyses, and business insights. Fluent in German and English, both written and spoken. Excellent organizational and coordination skills combined with a structured, proactive, and service-oriented approach to work. Strong sense of ownership, accountability, and attention to detail. High level of discretion, reliability, and sound judgment in managing priorities and confidential information. Ability to work effectively in a fast-paced, entrepreneurial, and digital work environment. Strong interpersonal and communication skills with the ability to build trusted relationships across all levels of an organization. Commercial mindset with the ability to support revenue-generating activities through effective coordination, stakeholder management, and operational excellence. Team-oriented, collaborative, and motivated to contribute to the success of clients, colleagues, and the wider business.

Heidrick & Struggles is an equal opportunity employer committed to hiring qualified protected veterans and individuals with disabilities. All qualified applicants will be considered for employment without regard to race, color, religion, creed, age, sex, national origin, gender identity or expression, sexual orientation, disability, marital status, veteran or military status, or citizenship status.

Heidrick & Struggles is committed to providing reasonable accommodations and/or adjustments during our recruitment process. If you are selected for an interview and require an accommodation and/or adjustment, please inform your Talent Acquisition professional.