Junior Project Operations & Automation Coordinator - Madrid, Spain

About this job

]]> About the role
Scienseed is a creative agency specialising in scientific communication. We work with research centres, foundations, pharmaceutical companies and technology organisations to transform complex ideas into websites, animations, visual identities, editorial content, campaigns and exhibitions.
We are looking for a Junior Project Operations & Automation Coordinator to help us organise and improve the systems behind our projects.
This is not primarily a client-facing Project Manager position, although it can grow in that direction. Initially, your role will be to make sure that project information is organised, deadlines and milestones are visible, files are where they should be, commercial opportunities move forward, and repetitive tasks are progressively simplified or automated.
You will work closely with our Operations Director and the Projects team, gaining visibility across our entire project pipeline.

What you'll actually do
Project tracking and coordination
• Maintain a consolidated view of all active projects, including their status, deadlines, milestones, deliverables and next actions.
• Follow up with project owners to ensure that information is complete and up to date.
• Help identify delays, missing information, dependencies and potential bottlenecks.
• Prepare weekly project-status summaries and support internal planning meetings.
• Assist Project Managers with timelines, task tracking, documentation and project closure.

Information and file management
• Organise and maintain project folders, documentation and shared files.
• Help define and implement consistent naming conventions, folder structures and document templates.
• Make sure that important project information can be found quickly and is stored in the correct place.
• Support the gradual organisation of our internal knowledge base.

Automation and AI workflows
• Understand recurring administrative and project-management tasks and help document them clearly.
• Identify opportunities to simplify or automate repetitive processes.
• Configure, test and improve AI assistants, agents and workflows for internal use.
• Prepare reference materials and structured information used to train or configure these tools.
• Test outputs, identify errors and suggest practical improvements.
• Help the team adopt new tools by creating simple instructions and repeatable workflows.
You do not need to be an AI engineer. You do need to be comfortable experimenting with technology, understanding how a process works and testing possible solutions.

Commercial proposals and pipeline support
• Help transform initial client conversations and briefs into structured commercial proposals.
• Gather the information needed to prepare scopes, timelines and budgets.
• Adapt proposal templates and coordinate contributions from different team members.
• Use internal tools and AI-assisted workflows to prepare first drafts quickly.
• Maintain an organised view of open opportunities, deadlines and next steps.

Websites and digital operations
• Support the organisation and maintenance of Scienseed’s websites and digital assets.
• Make routine content updates using content-management systems.
• Coordinate domains, hosting, plugins, permissions, backups and technical suppliers.
• Help document maintenance and security procedures and flag potential issues.
Previous experience with WordPress or another CMS is highly valued. This position will support website security and maintenance processes, but it will not replace specialist cybersecurity or development support.

The kind of person we're looking for
You may be a recent graduate or have up to two or three years of professional experience. Your specific degree matters less than your ability to understand complex information, organise it and turn it into action.
We are looking for someone who:
• Is highly organised and comfortable working across several projects at once.
• Enjoys creating order from incomplete, inconsistent or scattered information.
• Is technologically confident and learns new software quickly.
• Is genuinely interested in AI tools, automation and process improvement.
• Can investigate a problem independently before asking for help.
• Uses good judgement: when something is unclear, you propose a sensible next step rather than simply stopping.
• Pays attention to detail without losing sight of priorities.
• Communicates clearly and knows when to escalate an issue.
• Is comfortable receiving feedback, improving their work and learning by doing.
• Can work in both English and Spanish.
A science, engineering, technology, economics or business background can be useful, but it is not essential.

Tools and experience that would be useful
You do not need to know all of these, but experience with some of them would be valuable:
• Project-management tools such as Asana, Monday, ClickUp, Notion, Trello or similar.
• Excel or Google Sheets.
• SharePoint, OneDrive or other document-management systems.
• Generative AI tools and the creation of prompts, assistants or agents.
• Automation platforms such as Power Automate, Make, Zapier or n8n.
• WordPress or another content-management system.
• Basic understanding of domains, hosting, plugins, permissions, backups and website maintenance.
• Preparing commercial proposals, presentations, budgets or project plans.

What success could look like after six months
• We have a reliable, up-to-date overview of every active project and commercial opportunity.
• Deadlines, milestones, deliverables and project risks are easy to identify.
• Project folders and files follow a consistent structure.
• The team spends less time looking for information and performing repetitive administrative tasks.
• Several recurring workflows have been documented, improved or automated.
• Commercial proposals can be prepared more quickly and consistently.
• You can independently manage defined operational processes and begin to take ownership of increasingly complex projects.
What we offer
• Direct exposure to the full lifecycle of creative and scientific communication projects.
• Close collaboration with the Operations Director and experienced Project Managers.
• Practical experience in project operations, commercial proposals, AI workflows and process automation.
• A role designed to grow in responsibility as you develop.
• A multidisciplinary team working across science, technology, design and communication.
• Competitive salary, discussed according to profile and experience.
• Working hours from 9:00 to 18:00.
• An office-based onboarding period, followed by the possibility of a hybrid model.