Document Controller

Hamlyn Williams; Frankfurt; Vor Ort; EUR 50.000 - 70.000; Vollzeit

Zusammenfassung

A leading company is seeking a highly organized Project Admin & Document Control Secretary for a major pharmaceutical capital investment project in Frankfurt. The role involves administrative support, document management, and ensuring training compliance, providing an essential contribution to project success. Ideal candidates will have strong organizational skills and experience in CAPEX projects.

Qualifikationen

• Experience in office administration or secretarial support.
• Proven support for large-scale CAPEX projects.
• Familiarity with DMS tools like Documentum or Aconex.

Aufgaben

• Coordinate meetings and manage logistics.
• Act as the point of contact for document management.
• Ensure timely reporting of document statuses.

Kenntnisse

Organizational Skills

Interpersonal Skills

Attention to Detail

Document Control

Communication

Confidentiality Handling

IT Skills

Ausbildung

Background in Office Administration

Tools

Document Management Systems

MS Office Suite

Jobbeschreibung

Are you a highly organized and detail-oriented administrator with experience supporting complex engineering or pharmaceutical projects? We’re currently looking for a Project Admin & Document Control Secretary to join a high-profile investment project in Frankfurt.

Location: On-site in Frankfurt, Germany

Project Type: Major pharmaceutical capital investment project

Contract Type: Long-term project-based assignment

Your Responsibilities:

Administrative & Secretarial Support

• Coordinate meetings, including logistics, equipment, and catering
• Prepare purchase orders and expense reports
• Provide cross-functional support to various project departments
• Create and format professional correspondence, memos, reports, and presentations
• Manage schedules, priorities, and internal communications with a high level of autonomy
• Foster strong team communication and collaboration using excellent interpersonal skills

Document Control

• Act as a central point of contact for project document management across stakeholders (engineering, vendors, integrators, etc.)
• Ensure seamless document flow with no bottlenecks, especially across HSE and QC documentation
• Define and manage document handover strategies (GMP, EHS, legal, etc.)
• Track, upload, and distribute project documents, drawings, and transmittals
• Maintain up-to-date records, master files, and punch lists
• Report document statuses and follow up on pending approvals and reviews
• Minute key meetings and ensure action items are tracked and resolved

Training Compliance

• Coordinate training compliance for both internal teams and external partners
• Organize compliance meetings and maintain an up-to-date dashboard for reporting

What You’ll Need to Succeed:

Basic Qualifications

• Background in Office Administration or Secretarial Support
• Proven experience supporting large-scale CAPEX projects
• Experience working directly with EPCM, integrators, vendors, or client-side stakeholders
• Excellent document control skills and familiarity with DMS tools (e.g., Documentum, Aconex)
• Strong IT skills: MS Excel, Word, PowerPoint, and Visio
• Fluent written and spoken English
• Ability to handle confidential information and complex documentation with precision

Preferred Qualifications

• Previous experience within the pharmaceutical sector
• Stakeholder management and influencing skills
• Familiarity with CAPEX project delivery standards and systems