The posting
Company Description
Kanadevia Inova (KVI) is a global market leader in energy from waste (EfW) and renewable gas. KVI acts as an engineering, procurement and construction contractor and project developer, delivering complete turnkey plants and system solutions for thermal and biological EfW recovery. KVI’s Service Group combines its own research and development with comprehensive manufacturing and erection capabilities to support our clients throughout the entire life cycle of their plant.
Job Description
The Support Specialist provides essential day-to-day administrative and business coordination support to regional leadership, account management, field service, and technical service teams by managing administrative processes with accuracy and efficiency.
The role ensures that travel, meetings, events, communications, documents, and recurring business processes are organized accurately, efficiently, and on time.
The position has a primary focus on travel and event coordination, internal and external communications, management meeting coordination, and cross-functional administrative support. Depending on business needs, the role may also provide selected sales, customer, procurement, or supplier administration support.
The specialist serves as a central coordination point between internal departments and external stakeholders. Operating as a proactive and hands-on enabler, the Support Specialist contributes to effective information flow, reliable execution, and an organized employee and stakeholder experience.
Key Responsibilities:
Travel & Logistics Coordination:
- Coordinate domestic and international travel arrangements, including flights, hotels, rental vehicles, ground transportation, and other travel-related services.
- Act as Approver for travel arranged through company travel systems including Egencia and CLC
- Prepare complete and accurate travel itineraries for individual travelers and larger or more complex travel groups.
- Coordinate travel logistics for customer meetings, site visits, training programs, leadership meetings, and company events.
- Manage travel changes, cancellations, and disruptions proactively and communicate updates to all relevant stakeholders.
- Support travel-related documentation and coordination requirements, including invitation letters and internal approvals where applicable.
Event & Meeting Coordination:
- Plan and coordinate internal and external events, including company meetings, leadership workshops, all-hands meetings, training sessions, customer events, employee engagement activities, and company celebrations.
- Coordinate venues, catering, accommodation, transportation, meeting technology, materials, attendee communication, and other event logistics.
- Provide end-to-end administrative support before, during, and after events to ensure professional and effective execution.
Communications & Cross-Functional Coordination:
- Support timely and consistent internal communications through announcements, leadership updates, company-wide emails, Teams posts, newsletters, and other communication channels.
- Support external communications, including the coordination and preparation of company-related LinkedIn posts, in alignment with relevant internal stakeholders and company guidelines.
- Serve as a key coordination point between to facilitate effective information flow.
- Collect, consolidate, format, and distribute information and documents from cross-functional stakeholders accurately and on time.
- Maintain organized communication records, distribution lists, templates, shared folders, and relevant documentation.
Management Meeting & Business Review Coordination:
- Take administrative ownership of recurring management and operational meetings, including monthly business reviews and other regional coordination meetings.
- Coordinate meeting schedules, minutes of meetings, agendas, invitations, facilities, virtual meeting arrangements, and supporting materials.
- Collect and consolidate presentations, reports, KPIs, and other inputs from stakeholders according to agreed timelines.
- Distribute meeting documentation in advance and ensure that current versions are accessible to participants.
- Document and track decisions, action items, owners, and due dates, and support timely follow-up where required.
Customer Administration (Sales Focus):
- Ensure information flow and completeness of quote statuses in Teams
Key Performance Indicators (KPIs):
- Timeliness, accuracy, and completeness of travel arrangements and itineraries.
- Quality and reliable execution of meetings, events, and related logistics.
- Timely collection and distribution of management review materials, reports, and communications.
- Consistency, clarity, and accuracy of internal and external communication support.
- Effectiveness of cross-functional coordination, action tracking, document management, and business system data quality.
Qualifications
Qualifications & Experiences:
- Associate's degree in Business Administration, Communications, Hospitality, Event Management, Office Administration, or a related field; equivalent relevant experience may be considered.
- 3+ years of experience in administrative support, travel coordination, event coordination, communications, office management, or a comparable business support role, preferably in a corporate, technical service, or construction environment.
- Demonstrated experience coordinating complex domestic and international travel, meetings, or events involving multiple stakeholders.
- Strong written communication, document preparation, organizational, and follow-up capabilities.
- Experience working in a matrix organization and coordinating across functions, locations, and management levels.
- Advanced proficiency in Microsoft 365 applications, particularly Outlook, Teams, Word, PowerPoint, and Excel; experience with ERP or field service management tools is an advantage.
- Fluent in English; additional languages are a plus.
Personal Attributes:
- Strong awareness of QHSE (Quality, Health, Safety, and Environment) management system and commitment to safe work practices.
- Highly organized and detail-oriented, with the ability to manage multiple priorities and deadlines.
- Strong interpersonal, written communication, service orientation, and problem-solving skills.
- Proactive, dependable, and structured, with a strong sense of ownership and follow-through.
- Discreet and trustworthy when handling confidential business, employee, customer, and financial information.
- Calm and adaptable under pressure, including when managing short-notice changes or competing priorities.
Additional Information
We Offer:
- Responsible challenge with diversified field of activity
- Team-oriented working atmosphere in an international Company
- Personal development opportunities through own Inova Academy
- Opportunity to gain an insight into various technical disciplines
- Excellent employment conditions
- Attractive working place (central, good transport links)
- Modern infrastructure
Physical Demands:
- Frequently required to talk or hear, sit, use hands to finger, handle or feel, reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds.
Working Conditions:
- Primary environment: ambient room temperatures, lighting and traditional office equipment as found in a typical office environment. The noise level in the work environment is usually moderate.
Statement regarding individuals with disabilities:
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate the physical and mental limitations of an employee or an applicant. However, no accommodations will be made which may pose serious health safety or environmental risks to the employee or others or which impose undue hardships on the organization.
Statement regarding Equal Employment Opportunity
Equal Opportunity Employer, all applicants will be considered for employment without regard to age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation or status with regard to public assistance.
Note: This job description is not intended to fully and completely describe all duties of the position. Other duties not specifically described herein may be required from time-to-time or as required.
For HR agencies: Please note that we do not accept applications coming from agencies. Thank you.
