Project Assistant m/f/d,For our client, a leading company in the Biotech field in Visp, we are currently looking for a Project Assistant
Position Overview: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.
Tasks and Responsibilities: - 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.
- 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.
- 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.
- 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.
- 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).
- 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.
Your Profile: - 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.
- 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.
- Reliable, structured, and proactive working style.
- Collaborative and supportive team player.
- Comfortable working with both technical and non-technical stakeholders.
- Fluent in German and English, both written and spoken.
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