Project Coordinator / Projektkoordinator

Vicit; München; Hybrid; EUR 42,000 - 58,000; Full time

Job summary

Vicit is seeking a Project Coordinator to support the Workstream Lead and PM team on large-scale AV integration projects. The role offers hybrid work arrangements and close collaboration with a high-performing project team.

You will manage document control, attend key project meetings, and ensure timely submittals and quality checks while coordinating procurement logistics. Strong communication and organizational skills are essential.

Qualifications

• Able to support project workstreams and document management.
• Proficient with MS Office, especially Excel, and data interpretation.
• Bilingual in German and English; strong communication and organization.

Responsibilities

• Provide direct support to the Workstream Lead and PM team in day-to-day activities.
• Document management: maintain project files and version control.
• Participation in key project meetings and support submittal processes.
• Managing project submittals to external systems and stakeholders.
• Owning and managing the O&M process for the project.
• Coordinating procurement logistics and resources for the project.
• Ensuring quality checks are completed before client release.
• Populate project trackers with baseline information ahead of PM completion.
• Ad-hoc tasks as approved by Project Managers.

Skills

German-English bilingual

Administrative support experience

MS Office / Excel

Numeric data interpretation

Process-driven / SOP adherence

Strong written and oral communication

Organized / multi-tasking

Analytical problem-solving

Tools

MS Project

Job description

LOCATION: Munich

CONTRACT TYPE: Full time

WORKING PATTERN: Hybrid

COMPANY

Our client is an industry leading technology solutions provider delivering innovative workplace experience, immersive experience, digital distribution, and media production to a global clientele across a wide range of markets.

Their award-winning team understands the real-world application of technology, which informs each client engagement from consulting and design to construction, service and management. They specialise in Collaboration, Video Conferencing, Service & Maintenance Contracts, System Design, Video Wall Solutions, Installations, and Managed Services.

ROLE DESCRIPTION

A vacancy has arisen for a Project Coordinator to assist with administrative support duties.The position offers high-level exposure to large-scale Audio-Visual integration projects and the opportunity to collaborate closely with a high-performing project team. The successful candidate will work directly with the Workstream Lead and Project Management team, acting as the central cog of the project function. This role will deliver a defined and dedicated service across all aspects of the workstream’s projects, ensuring seamless coordination, efficient task management, and effective support to the wider team.

ROLE RESPONSIBILITIES

• Provide direct support to the Workstream Lead and Project Management team in their day-to‑day activities.


• Document management – maintain all project files and version control of all documentation and project folders.


• Participation in key project meetings.


• Maintaining and managing project submittals to external systems and key stake holders.


• Owning and managing the O&M process for the project.


• Managing the logistics of the project both in terms of procurement and resource.


• Quality Assurance – Verify the relevant quality review has occurred prior to release to clients/end users.


• Populate Project trackers with base info ahead of Project Manager completion.


• Ad-Hoc tasking as approved by Project Managers on a case-by-case basis

REQUIRED SKILLS & QUALIFICATIONS

• Fluent in both German and English


• Proven experience in an administrative support role and/or projects-related role


• Experience with MS Office suite of software products with an emphasis on Excel


• Numeric and the ability to work with and interpret numeric data


• Process driven and able to follow predefined ways of working


• Strong written and oral communication skill


• Well organized with the ability to multi-task and work under the pressure of many simultaneous project needs


• Can conform to shifting priorities, demands and timelines through analytical and problem-solving capabilities

DESIRABLE SKILLS & QUALIFICATIONS

• Familiarity with project management software, such as MS Project


• Skills to elicit cooperation from a wide variety of sources and all departments within the company


• Adept at conducting research into project-related issues and products


• Technically aware and familiar in working with IT & AV systems


• Experience of managing finances, (in any capacity)


• Prior experiences of a PMO/Project working environment