Project assistant (m/f/d)

VTU Group; Warszawa; Hybrid; PLN 90,000 - 130,000; Full time

Benefits offered by this job

Private medical insurance

MultiSport card

Remote work option

VTU Academy

Extra vacation days

Busuu language tools

Work from other VTU offices

Team sailing trips

Job summary

VTU Group in Warsaw seeks a proactive Project Coordinator to support management in coordinating activities and ensuring smooth information flow across teams.

The role involves assisting in project controlling, preparing key figures, invoices review, and coordinating meetings. You will also manage documentation, data entry, and liaise with suppliers while supporting cross-disciplinary teamwork.

Qualifications

• At least 2 years of experience in a technical role.
• Bachelor's degree in Engineering is preferred.
• Good knowledge of English and Polish (written and spoken) required.
• Familiarity with AutoCAD and Autodesk Revit is a plus.
• Ability to work across disciplines and coordinate project activities.
• Strong analytical skills and a hands-on, ownership mindset.

Responsibilities

• Support project management by coordinating activities and ensuring information flow.
• Assist in project controlling, preparing key figures, and preliminary invoice reviews.
• Coordinate meetings and events, with preparation and follow-up.
• Register ongoing projects in dedicated software, including time allocation and task definition; collaborate with accounting and projects team.
• Prepare protocols, reports, and presentations; monitor project statuses.
• Monitor and update the status of project preparation.
• Support managing technical documentation, operating instructions, and manuals.
• Enter and keep data up to date in the systems.
• Handle correspondence with suppliers.
• Manage project documentation and keep data up to date.

Skills

Teamwork

Ownership

Hands-on

Analytical skills

Cross-functional collaboration

Communication

Education

Bachelor's degree in Engineering

Tools

AutoCAD

Autodesk Revit

Job description

• Providing support to the project management in coordinating project activities and ensuring effective information flow
• Active support of project controlling (e.g. preparation of project key figures, preliminary review of invoices and supplements)
• Coordination of meetings and events as well as their preparation and follow-up
• Registration of ongoing projects in dedicated software’s, including working time allocation, task defining – strong cooperation with accounting and projects team
• Preparation of project-related protocols, reports, and presentations; monitoring project statuses.
• Monitoring and updating the status of project preparation
• Support managing technical documentation related to projects, operating instructions, and manuals
• Entering and keeping data up to date into the systems
• Handling correspondence with suppliers
• Managing project documentation and ensuring project data is kept up to date

Requirements

• At least 2 years of experience in technical role, preferably within an international, engineering organization
• Completed technical studies; a Bachelor's degree in Engineering would be an advantage
• Good knowledge in English and proficiency Polish (written and spoken) is required
• Familiarity with AutoCAD and Autodesk Revit is a plus
• Enjoys working across various disciplines
• Experience in planning and coordinating project activities with technical understanding of project processes
• Team-oriented, with a strong sense of ownership, commitment, and a hands-on approach
• Strong analytical skills
• Self-motivated, and willing to take responsibility, continuously develop skills, and grow within the organization

We offer

• Private medical insurance fully covered by the employer
• Monthly MultiSport card with partial employer coverage or Sodexo Lunch card
• The option for 1-2 days per week of remote work
• Access to VTU Academy for continuous learning and skill development
• Extra day of vacation after every 2 years of work, up to a maximum of 30 days
• Access to language learning tools like Busuu
• Possibility to work from other VTU offices in the world for up to 2 weeks per year
• Opportunities for professional growth and development in a supportive environment
• A culture that values creativity, innovation, and individual contributions
• Participation in team-building activities, such as biennial sailing trips