Applications close 17 September 2026
AIM Associés specialises in training, facilitation, coaching and organisational consultancy. For over 20 years we have worked with public and private organisations in multicultural and multilingual contexts, mostly European institutions and international agencies. That comes to nearly 1,500 projects a year.
We are fifteen people in management and operations, with a network of around 150 associate trainers and consultants, working for more than 60 clients. Very little of what we deliver runs on autopilot: programmes are built for each client, dates move, trainers change, and someone has to hold all of it together. That someone is the Project & Operations Coordinator – not alone, with the support of the Project & Operations Team and the Learning & Organisational Development Team.
The role
You keep the operational side of AIM running. Your tasks involve mainly the coordination around client requests, scheduling, logistics, records, and the administrative inbox. This is an operations and administration role. Project management on the larger programmes sits with the rest of the Project Operations (POP) Team and the Project Operations Director.
In the day to day, you work with the internal team, with clients, trainers, associates and you are one of the points where those threads meet. What you own end to end are the straightforward, self-contained things: a single session, a standard offer, a recurring booking. On the bigger programmes, your job is to make sure nothing falls through by supporting the rest of the team in a variety of administrative processes. You will sit in the POP team of three, reporting to the Project Operations Director.
› Support the launch of new client requests: retrieving course descriptions, starting the first steps of offers, checking that purchase orders arrive on time
› Coordinate the scheduling of learning programmes between clients, trainers and the internal team, including blocking agendas and watching for double bookings
› Organise and confirm meetings with clients, associates and the internal team
› Create and share Zoom and Teams links for online sessions and meetings
› Prepare the logistics of learning activities (materials...)
Client communication and the administrative inbox
› Run the administrative inbox: sort incoming requests by priority, archive what needs no action, flag what is urgent
› Answer clients where you can, and redirect internally where you cannot
› Acknowledge or answer every client message within 48 hours
Operational follow-up
› Check that operational processes are followed across projects and at organisational level, for example tracking signatures and keeping the client and associate databases updated
› Monitor how tasks are progressing and chase the people who owe something
› Spot gaps and delays early, and escalate them
› Catch and correct errors before they reach a client or a trainer
Data and systems
› Encode and update new requests and financial offers in our CRM system (Dendreo), including changes and cancellations
› Keep records clean and current across systems
› Collect documentation: attendance lists before and after learning sessions, reports and other documentation after the learning sessions
Internal coordination
› Take part in the weekly POP and AIM meeting
› Follow up on the actions agreed there
When something goes wrong
Most of this role is steady rhythm. Its real test is the exceptions, and they happen most weeks.
Examples include: a trainer cancels three hours before a session. An online room falls through. A client questions a date that was already confirmed. A connection link fails at 09:00. An attendance list never arrives.
These are not edge cases, and handling them is part of the job. In those moments you are the first line:
› Take the problem rather than passing it on unexamined
› Fix what can be fixed at your level, and do it quickly
› Escalate early and clearly when it cannot be fixed at your level, with the situation, what you have already tried, and the decision you need
› Keep the client and the trainer informed rather than silent
› Close the loop afterwards: correct the record, and say what should change so it does not happen again
The earlier we communicate about a problem, the easier it is to solve it.
Who we are looking for
What matters most to us: Coordination work is often invisible, until it isn't done. At AIM, when it's done well, it holds the team together in a way that keeps things calm and clear, and it raises the quality of everything else we produce.
That's exactly the profile we're hiring for: someone autonomous, who takes initiative without waiting to be told, and who fully owns the outcomes of what they manage.
Experience and skills
› A minimum of 2 to 3 years in a coordination, administrative or operations role.
› Familiarity with Public Sector and international clients (e.g., European institutions) and how their scheduling, procurement and reporting actually work is a plus. Not required, but it shortens the learning curve.
› Experience of a structured working environment in training, consultancy or service delivery is an advantage
› Fluent French and English, written and spoken is a must
› Microsoft Office for everyday operational use, Word and Excel in particular
› Zoom for Organisations and Microsoft Teams (Onboarding possible, digital fluency or digital stress management is a must)
› Ease around the functionality of a CRM or scheduling tool. Dendreo (our CRM) experience is an advantage, not a requirement
Personal qualities
› Organised, and reliable about the small things nobody else is tracking
› Attention to detail. In this role an error in a date or a name reaches a client
› Able to hold several activities at once without losing the thread of any of them
› Composure when plans break, and the judgment to know what to fix and what to escalate
› Comfortable talking to clients and trainers directly, and able to hold a line with them. A good part of this role is applying rules other people would rather bend: framework contract terms, budgets, deadlines, internal process. We need someone who can say no while maintaining the relationship
› Follows through: an agreed action gets closed, not carried forward
What we offerThe work & some of the conditions
› Real ownership of how AIM runs day to day, in a team small enough that your work is visible
› A CDI
› Full-time or minimum part-time 80%, with minimum three days a week on site
› Processes, tools and coordination flows that already exist. You are not building the system from scratch
› Room to grow in scope and autonomy, with more direct client relationships over time
Salary and statutory entitlements
› Gross monthly salary of €3,000 to €4,000, full-time equivalent, depending on experience
› Sectoral annual premium (CCT CP 200) of €330.34 gross paid in June
› Eco-vouchers of €250 net a year paid in June
› Double holiday pay, 92% of the gross monthly salary
› End-of-year premium, 100% of the gross monthly salary
› 20 days of statutory leave
Holiday pay and the end-of-year premium are calculated on the basis of the months worked, so both are prorated in the first year.
On top of that...
› 5 days of summer leave and 4 days between Christmas and New Year, on top of the statutory 20
› Structural home-working allowance of €160 net a month
› Internet allowance of €20 net a month
› Commuting: train fully reimbursed, tram, bus and metro at 71.8%, office parking fully reimbursed
› Equipment provided depending on needs
Send your CV here OR vacancy@aim-associes.com
We prefer applications with two relevant references, in English or French.
Every application is read personally. All applications are treated confidentially.
Selection process
› First interview, online, 40 minutes: With two members of the AIM team. Twenty minutes of mutual introduction and a first look at whether the role and the team fit, then a twenty-minute practical exercise. You see what the work actually involves, and we see how you approach it.
› Second interview, onsite, 1h15: With two members of the AIM team. Profile, working arrangements, questions in both directions, and possibly a second practical exercise.
Start date: September-October 2026. We can adjust the timeline to your notice period.