Business Operations Specialist - Outsourced Technical Services (OTS)

Overview

The Business Operations Specialist - Outsourced Technical Services (OTS) position is an exciting opportunity to join PM Group’s quickly growing Philadelphia area 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 presentations
• Coordinate 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 requirements
• Prepare and issue Independent Service Provider (ISP) Agreements after review; verify insurance coverage and required documentation
• Support OTS leadership and BD teams with data collection, reporting, and performance metrics related to resource management and business development
• Support interview scheduling and managing documentation, including candidate coordination, evaluations, and compliance tracking
• Provide operation support for onboarding OTS personnel, including documentation, VMS Setup, and compliance requirements
• Collaborate with Finance and operations teams on purchase orders, invoicing, and expense tracking
• Develop and maintain standard templates, process guides, and documentation to ensure consistency across OTS Activities
• Delivering general administrative and operation support to enable smooth day-to-day functioning of the OTS business
• Assist with special projects as required by the business
  
  

Qualifications

• Bachelor’s degree preferred; equivalent experience in operations or administrative roles will be considered
• 2-4 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 environment
• Strong attention to detail and excellent verbal communication skills
• Proficiency in MS Office Suite; familiarity with Applicant Tracking Systems (ATS), Vendor Management Systems (VMS), or SharePoint is advantageous
• Collaborative team player with a proactive, solution-oriented mindset
• Ability to handle sensitive data while ensuring compliance with GDPR and other regulatory requirements
  
  

Why PM Group?

As an employee-owned company, we are inclusive, committed and driven. Corporate Responsibility and Sustainability are the heart of our new 2025 business strategy. Click here to read more in our 2024 Environmental, Social and Governance Report.

Inclusion and Diversity are core to our culture and values. Wherever we work, we commit to a culture of mutual respect and belonging by building a truly inclusive workplace rich in diverse people, talents and ideas. Valuing the contributions of all our people and respecting individual differences will sustain our growth into the future.

PM Group is committed to ensuring our hiring process is fair and accessible to all and will provide candidates with disabilities with reasonable accommodations required to participate in the recruitment process. If you require any assistance in this regard, please let us know.

RECRUITMENT AGENCIES NEED NOT APPLY