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.
Qualifications:
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.
if you are interested and believe you are a good fit, do not hesitate to contact me directly.
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.