Administrative CapEx Project Assistant

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.