Project Administrator 40% (f/m/d)

The opportunity

The Project Administrator provides professional administrative and organizational support to the Project Management Department. In this role, you will support the Head of Project Management and project managers in ensuring efficient project execution, accurate reporting, well-organized meetings, compliant travel arrangements, and smooth communication with internal and external stakeholders. The position requires a structured, proactive, and independent working style, together with a strong service mindset and attention to detail. 

How you'll make an impact

• Coordinate and maintain the required administrative infrastructure for the Project Management Department, including office-related support, tools, access, and team coordination needs

• Coordinate travel arrangements and monthly project review meetings in close collaboration with project managers, department heads, and controlling functions while ensuring compliance with internal policies and approval processes

• Arrange Factory Acceptance Test meetings in cooperation with project managers, including agenda preparation, customer invitations, meeting logistics, and follow-up support

• Monitor weekly time accounting and follow up with relevant team members in case of missing or incomplete entries

• Support local order handling and material ordering processes in cooperation with internal stakeholders

• Provide communication and coordination support between project team members, customers, suppliers, and other stakeholders

• Support the Head of Project Management with PowerPoint presentations, Excel-based statistics, reports, team events, and other administrative tasks as required

• Maintain project documentation for ongoing and closed projects, ensuring completeness, accuracy, and alignment with internal processes

Your background

• Previous experience in project administration, project coordination, office administration, or a comparable support function

• Strong organizational skills with the ability to prioritize, multitask, and follow up reliably in a dynamic project environment

• Proficiency in Microsoft Office applications, especially Outlook, Excel, PowerPoint, and Teams; experience with ERP or document management systems is an advantage

• Excellent communication and coordination skills, with a professional and service-oriented approach toward internal and external stakeholders

• High attention to detail, accuracy, confidentiality, and a strong sense of ownership

• Ability to work independently, proactively, and collaboratively as part of an international project organization

• Very good written and spoken English skills; German or additional languages are an advantage

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