Project Administrator

EarthStream Global; Hamburg; On-site; EUR 28,000 - 41,000; Full time

Job summary

EarthStream Global seeks a skilled Project Administrator for the Thor Project in Hamburg, Germany. The freelance assignment runs from 27/10/2026 to 30/06/2027 and involves hands-on administrative support on-site in Hamburg.

You will collaborate with the PMO, create and manage project mailboxes, charts, and channels, and handle meeting scheduling, minutes, and procurement tasks as needed.

Qualifications

• Experience in project administration or PMO support.
• Strong organizational skills and attention to detail.
• Proficient in MS Office and collaboration tools.
• Excellent written and verbal communication in English; German preferred.

Responsibilities

• Liaise with the PMO to determine administrational expectations on the project.
• Create a shared mailbox and organizational chart; manage folders.
• Set up MS Teams project channel and distribution lists; manage meetings.
• Coordinate introducing and guiding new joiners on project topics.
• Organize meetings, minutes, and follow-up actions; arrange conference rooms.

Skills

MS Office

Project coordination

Meeting scheduling

Administrative support

Stakeholder liaison

Tools

MS Teams

SharePoint

Invoicing software

Job description

Project Administrator

Duration: 27/10/2026 – 30/06/2027
Location: Hamburg, Germany
Type: Freelance
Rotations: Mon-Fri/8 hrs a day

Project administrator for the Thor Project - working will be done in Hamburg Germany

Scope of work:

• Liaise with the PMO to determine what administrational expectations are on the project
• Creation of a shared mailbox
• Creation of an organizational chart & management
• Setup of folders to store project structure documents
• Creation of a MS Teams project team channel & management
• Setup of distribution lists & management of distribution lists
• Setup of meeting and meeting series & management of meetings and meeting series
• Arranging introductions and guidance for new joiners on project related topics
• Independent organization and coordination of administrative tasks within the project
• Appointment management as well as preparation and follow-up of meetings (organization of conference rooms, compilation of documents, agenda, preparation of minutes, taking minutes etc.)
• International correspondence with internal and external business partners
• Professional preparation and editing of presentations and documents
• Management and ordering office supplies (project)
• Management of meetings and meeting series
• Maintenance of the filing system
• Ordering of PPE (project related)
• Preparation of purchase requisitions
• Processing and checking invoices and payment orders
• Processing and distribution of all incoming and outgoing project correspondence
• Planning and organization of project events
• Organization of cards and gifts for special occasions for project colleagues
• Billing of invoices for project business meals and projects events
• Conference room booking
• Catering booking
• General ad hoc duties