Project Administrator

The opportunity

The Project Administrator provides professional administrative and organizational support to the Project Management Department. In this role, you will support the Head of Project Management and project managers in ensuring efficient project execution, accurate reporting, well-organized meetings, compliant travel arrangements, and smooth communication with internal and external stakeholders. The position requires a structured, proactive, and independent working style, together with a strong service mindset and attention to detail. 

How you'll make an impact

• Coordinate and maintain the required administrative infrastructure for the Project Management Department, including office-related support, tools, access, and team coordination needs

• Coordinate travel arrangements and monthly project review meetings in close collaboration with project managers, department heads, and controlling functions while ensuring compliance with internal policies and approval processes

• Arrange Factory Acceptance Test meetings in cooperation with project managers, including agenda preparation, customer invitations, meeting logistics, and follow-up support

• Monitor weekly time accounting and follow up with relevant team members in case of missing or incomplete entries

• Support local order handling and material ordering processes in cooperation with internal stakeholders

• Provide communication and coordination support between project team members, customers, suppliers, and other stakeholders

• Support the Head of Project Management with PowerPoint presentations, Excel-based statistics, reports, team events, and other administrative tasks as required

• Maintain project documentation for ongoing and closed projects, ensuring completeness, accuracy, and alignment with internal processes

Your background

• Previous experience in project administration, project coordination, office administration, or a comparable support function

• Strong organizational skills with the ability to prioritize, multitask, and follow up reliably in a dynamic project environment

• Proficiency in Microsoft Office applications, especially Outlook, Excel, PowerPoint, and Teams; experience with ERP or document management systems is an advantage

• Excellent communication and coordination skills, with a professional and service-oriented approach toward internal and external stakeholders

• High attention to detail, accuracy, confidentiality, and a strong sense of ownership

• Ability to work independently, proactively, and collaboratively as part of an international project organization

• Very good written and spoken English skills; German or additional languages are an advantage

More about us

We believe that great work thrives in an environment where people feel genuinely supported and fairly rewarded. Our benefits are designed to create real value for every individual, fostering engagement, performance, and growth. By prioritizing well-being, we create a workplace where personal and organizational success grow together. Our flexible working practices help you optimize personal and business performance while creating an environment where all employees can develop their skills and grow.

Accessibility and reasonable accommodation

Qualified individuals with a disability may request a reasonable accommodation if you are unable or limited in your ability to use or access the Hitachi Energy career site as a result of your disability. You may request reasonable accommodations by completing a general inquiry form on our website. Please include your contact information and specific details about your required accommodation to support you during the job application process.

This is solely for job seekers with disabilities requiring accessibility assistance or an accommodation in the job application process. Messages left for other purposes will not receive a response.

Use of Al and automated tools in recruitment

As part of our recruitment process, Hitachi Energy uses digital and automated tools, including Al-supported solutions, to assist with activities such as application screening, job matching, and interview scheduling. These tools are designed to support our recruiters and do not replace human decision-making. Candidate data is processed in accordance with applicable data protection and employment laws as well as Hitachi's Global Data Privacy Notice.

Background Screening and Security Checks

As part of the hiring process, Hitachi Energy conducts pre-employment background checks that may include verification of employment history, education, criminal records, and other relevant information, in accordance with applicable laws.

For certain roles—particularly those involving access to sensitive information, financial responsibilities, client data, regulated environments, or security-sensitive functions—additional or more comprehensive background or security screenings may be required. These may include, but are not limited to, enhanced criminal history checks, credit history reviews (where legally permissible), sanctions screening, or other due diligence measures aligned with the responsibilities of the position.

The scope and depth of any background or security review will be determined based on the nature of the role and business necessity, and will always be conducted in compliance with applicable federal, state, and local laws. Candidates will be notified and, where required, asked to provide consent prior to the initiation of any such checks.