For our international pharma client we are looking for an
Administrative CapEx Project Assistant (m/f/d).
Duration: 12 months (possibility of extension)
Workload: 100%
Location: Visp
The
Administrative CapEx Project Assistant
will support the successful execution of a capital expenditure (CapEx) project in a biopharmaceutical manufacturing environment. The role involves providing administrative and organizational support across all phases of the project, from conceptual design through to performance qualification (PQ), including GMP-compliant change management, vendor coordination, and team onboarding/offboarding. The position ensures efficient project documentation, compliance, and communication while assisting the Project Manager and team in maintaining the project's timelines and deliverables.
Key Responsibilities
Project Administration & Coordination
* Serve as the central point of contact for project-related administrative matters.
* Plan, schedule, and coordinate project meetings, workshops, and reviews.
* Prepare, distribute, and archive meeting minutes and action item lists.
* Support project onboarding/offboarding processes for internal and external team members (badge requests, IT access, training coordination, workspace setup, etc.).
* Manage seat planning and workspace allocation for project staff and contractors.
Contractor & Vendor Onboarding Support
* Coordinate onboarding of EPCM and other external contractors (access requests, NDA processing, training completion tracking).
* Maintain up-to-date contractor lists, role assignments, and contact directories.
* Ensure contractors meet site-specific compliance and safety requirements prior to mobilization.
Documentation & Workflow Management
* Maintain and organize project documentation in alignment with company and GMP documentation standards.
* Initiate and track document workflows (e.g., via DocuSign or internal systems).
* Support document control activities, including version tracking, signature routing, and controlled storage.
* Liaise with Quality and Document Control departments to ensure adherence to applicable procedures.
Procurement & Financial Administration
* Create and track purchase requisitions, purchase orders, and invoice approvals in collaboration with procurement and finance teams.
* Support budget tracking from an administrative standpoint (no financial ownership).
* Maintain an overview of supplier and service contract documentation.
Training & Compliance Administration
* Coordinate and track completion of required GMP and EHS trainings for internal and external team members.
* Support preparation of documentation for internal project reviews (and audits or inspections, if applicable).
Communication & Reporting Support
* Maintain project communication channels and distribution lists.
* Support preparation of project communication materials, status reports, or presentations as requested.
* Assist in coordinating travel, visitor management, and on-site logistics for project-related activities.
Education & Experience:
* Commercial or administrative education (e.g., office management, business administration, project coordination) or equivalent experience.
* Proven experience in an administrative or project coordination role, ideally within a GMP-regulated, biopharmaceutical, or technical project environment.
Skills & Competencies:
* Excellent organizational and coordination skills with high attention to detail.
* Strong communication skills and service-oriented mindset.
* Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook); experience with SAP, DocuSign, or similar systems advantageous.
* Ability to handle multiple priorities and deadlines in a dynamic project environment.
* Discretion in handling confidential information.
Personal Attributes:
* Reliable, structured, and proactive working style.
* Collaborative and supportive team player.
* Comfortable working with both technical and non-technical stakeholders.
Languages:
* Fluent in German and English, both written and spoken.
Work Environment
* Collaboration with cross-functional teams (Engineering, QA, Operations, HR, EHS, Procurement).
* Exposure to a dynamic, fast-paced project environment with external contractors and partners on-site.