Procurement & Subcontracts Assistant – EPC Energy Project (Berlin)

Procurement & Subcontracts Assistant – EPC Energy Project (Berlin)

Position Summary

We are looking for a detail-oriented Procurement & Subcontracts Assistant to support the Subcontracts Manager in the commercial administration and coordination of subcontracting and procurement activities for a major EPC Cogeneration Project in Berlin .

This is a junior role suitable for candidates with early experience in procurement, purchasing, subcontract administration, or project support within EPC, energy, industrial, or construction projects. The role focuses on documentation control, coordination with subcontractors/suppliers, progress tracking, and support with certifications and invoices, ensuring compliance with contractual requirements, schedule needs, and quality standards.

Key Responsibilities

• Support the Subcontracts Manager in the administration and follow-up of subcontract packages (documentation, communications, tracking).
• Assist in monitoring subcontractor performance against scope, schedule, and quality requirements .
• Prepare and maintain subcontract documentation, including agreements, compliance records, correspondence, and progress reporting .
• Support the preparation of progress certifications and assist with processing subcontractor invoices (checking documentation, alignment with progress/status).
• Track and update subcontractor schedules, deliverables, and lead times in coordination with the Planning/Scheduling team .
• Maintain updated records of approved subcontractors and suppliers and ensure proper filing and document control.
• Coordinate communication between subcontractors/suppliers and internal teams (engineering, construction, QA/QC, HSE, planning) to support issue resolution.
• Assist with weekly/monthly reporting and presentations for project meetings.
• Provide general administrative support to the procurement/subcontracts function (follow-ups, meeting minutes, action lists, registers).

Qualifications

• Technical degree/diploma in Engineering, Construction Management, Procurement/Supply Chain , Business Administration, or related field.
• 2–5 years of experience in procurement support, subcontract administration, purchasing, contracts admin, or project administration (EPC/industrial/construction preferred).
• Basic understanding of subcontracting/procurement workflows and contract documentation.
• Familiarity with construction project practices and quality/safety requirements is an advantage.
• Good proficiency in MS Office , especially Excel.
• Experience with ERP systems (SAP, Oracle, etc.) or project tools/document control systems is a plus.
• Strong organization and document control skills.
• High attention to detail and accuracy.
• Ability to manage priorities and meet deadlines in a fast-paced project environment.
• Clear communication skills and ability to coordinate across multiple stakeholders.
• Collaborative, proactive, and comfortable working in a multicultural team.

Language Requirements

• English: professional working proficiency (required)
• German: beneficial (especially for local subcontractor/supplier coordination)