Document Controller

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