Business Operations Specialist

Overview The Business Operations Specialist – Outsourced Technical Services (OTS) position is an exciting opportunity to join PM Group’s quickly growing Philadelphiaarea team out of Conshohocken, PA. As part of our dynamic team, you’ll contribute to PM Group’s continued expansion in the U.S. while collaborating in an environment focused on knowledge-sharing, learning and growth. Our offices deliver cutting-edge projects for Life Science clients.The Business Operations Specialist will be a key member of our Outsourced Technical Services (OTS) team, providing critical support to the OTS Manager and the broader group. This role ensures that proposals, resourcing activities, and client deliverables are executed efficiently and to the highest standards.The Specialist will take ownership of documentation, coordination, and process management, driving the day-to-day operations that keep the OTS business running smoothly. By streamlining workflows and maintaining operational excellence, this position plays a vital role in enabling the team’s success.PM Group is an employee owned, international project delivery firm with a team of 4,000+ people. We are world leaders in the pharma, food, biotech, medical technology and mission critical sectors. From our network of offices in Europe, Asia and the US, we work with the world's leading organizations. We are focused on growing a sustainable business centered on our people, our clients and trade partners. Responsibilities Prepare, format, and submit proposals, RFP responses, and client presentationsCoordinate internal and external communications related to OTS proposals and resourcing requests Maintain accurate records of candidate pipelines, recruiting activities, and proposal documents across internal systems (ATS, VMS, SharePoint, Smartsheet, etc.)Track and monitor deadlines for projects and proposals, ensuring timely completion and alignment with client requirementsPrepare and issue Independent Service Provider (ISP) Agreements after review; verify insurance coverage and required documentationSupport OTS leadership and BD teams with data collection, reporting, and performance metrics related to resource management and business developmentSupport interview scheduling and managing documentation, including candidate coordination, evaluations, and compliance trackingProvide operation support for onboarding OTS personnel, including documentation, VMS Setup, and compliance requirementsCollaborate with Finance and operations teams on purchase orders, invoicing, and expense trackingDevelop and maintain standard templates, process guides, and documentation to ensure consistency across OTS ActivitiesDelivering general administrative and operation support to enable smooth day-to-day functioning of the OTS businessAssist with special projects as required by the business Qualifications Bachelor’s degree preferred; equivalent experience in operations or administrative roles will be considered2-4 + Years of experience in operations, project coordination, or administrative support (experience in recruiting, staffing, or the life sciences industry is a plus)Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environmentStrong attention to detail and excellent verbal communication skillsProficiency in MS Office Suite; familiarity with Applicant Tracking Systems (ATS), Vendor Management Systems (VMS), or SharePoint is advantageousCollaborative team player with a proactive, solution-oriented mindsetAbility to handle sensitive data while ensuring compliance with GDPR and other regulatory requirements