Project Assistant

NAXCON GmbH, located in the heart of Freiburg, is at the forefront of the German IT and engineering industry.

Our experts have extensive knowledge in software and hardware development, state-of-the-art electronics, and future-oriented technologies such as artificial intelligence and virtual reality.

We are not only dedicated to project work for our customers, but also intensively pursue in-house innovation projects as well as research & development. Renowned companies from a wide range of German industries place their trust in us - demonstrating the outstanding expertise and commitment of our engineers.

Position: Project Assistant

Location: Biblis, Germany

Field: Energy

Type: 30 hours per week/on-site

1. Role Overview

The Project Assistant supports project and site management teams in complex technical projects. The role focuses on administrative, organizational, and documentation-related activities and contributes to the smooth execution of project tasks throughout all project phases.

The position operates in a structured, regulated project environment and requires close cooperation with project managers, site management, and multidisciplinary project teams.

2. Key Responsibilities

Project & Site Management Support

• Provide administrative and organizational support to project and site management teams.
• Support the coordination of technical and commercial project activities.
• Assist project managers with day-to-day operations and ad-hoc project-related tasks.

Documentation & Information Management

• Maintain, structure, and archive project documentation in accordance with defined procedures.
• Prepare and update project-related documents such as reports, presentations, and records.
• Ensure proper filing and version control of all project documentation.

Meeting & Communication Support

• Organize and coordinate project and site meetings.
• Prepare agendas and support meeting documentation, including partial minute-taking.
• Support regular project communication routines.

Project Administration

• Support the preparation and documentation of construction reports and pre-job briefings.
• Manage delivery notes and orders, including monitoring of delivery schedules.
• Assist in handling:
• Additional cost notifications
• Change requests
• Delay and disruption notices

Personnel & Compliance Support

• Support personnel deployment planning, including travel organization and expense accounting.
• Monitor the validity of project-related certificates, qualifications, and mandatory training.
• Support documentation related to occupational safety instructions and compliance briefings.

Process & Compliance

• Ensure adherence to internal processes and project-specific procedures.
• Perform general administrative tasks related to project execution.

3. Required Qualifications

Education & Training

• Completed vocational training of at least three years in a commercial or technical field.

Professional Experience

• Several years of professional experience in project assistance, project coordination, or administrative project roles.
• Experience in technical or construction-related projects is considered an advantage.

4. Technical Skills

• Very good proficiency in MS Office (Word, Excel, PowerPoint, Outlook).
• Knowledge of SAP is desirable.
• Ability to manage structured documentation and data efficiently.

5. Soft Skills & Personal Competencies

• Independent, reliable, and structured working style.
• Strong organizational skills and attention to detail.
• Clear communication skills and professional interaction with stakeholders.
• Team-oriented mindset with a proactive and committed attitude.
• High level of resilience and ability to work effectively under pressure.
• Confident and professional demeanor.

6. Additional Information

• Long-term pr