Project Administrator in Financial Planning & Analysis (CAPEX)

Fresenius Medical Care core values:

The Project Administrator in FP&A is responsible for end-to-end coordination and administration of CAPEX projects, including system governance, approval workflows, and structured reporting. The role ensures efficient organization, documentation, and execution of financial processes by leveraging ERP systems and collaboration tools (e.g., SharePoint) to drive operational excellence. The Project Administrator in FP&A supports and collaborates with stakeholders globally.

Your responsibilities:

Project & System Administration

• Coordinate CAPEX approval processes end-to-end, including document preparation and validation

• Organize and manage approval committee meetings (agenda, materials, logistics)

• Prepare and distribute meeting minutes and track action items to closure

• Follow up with stakeholders to ensure timely execution of decisions and approvals

• Act as owner of approval workflows and governance documentation

Organizational & Coordination Excellence

• Ensure structured tracking of project spend, status, and milestones

• Maintain high-quality documentation and audit-ready records

• Manage multiple priorities and deadlines in a structured, methodical way

• Continuously improve process efficiency and standardization

Systems & Tools Ownership

• Work extensively with SAP or other ERP systems for project tracking and financial data 

• Maintain and validate project databases and reporting systems 

• Support data consolidation, validation, and reporting accuracy

SharePoint & Collaboration Platforms

• Maintain and improve SharePoint CAPEX portal (structure, access rights, workflows) 

• Ensure effective document management and version control 

• Enable smooth information flow across teams via shared platforms

Presentation & Reporting

• Prepare high-quality presentations for budget, forecast, and actuals 

• Translate financial data into clear, structured, and visual insights 

• Support senior stakeholders with concise decision-making materials

  Our requirements:

• Academic degree or equivalent diploma in Finance or Business Administration

• 4 - 5 years of working experience, preferably in project or in finance administration

• Fluency in English

• Great organizational and time-management skills, with high attention to detail 

• Strong presentation skills

• Passion for continuous learning, quick comprehension

• Structured, proactive, and process-driven mindset 

• Ability to work effectively in cross-functional environments

• Strong project administration skills (meeting coordination, documentation, action tracking) 

• Basic understanding of financial governance, approvals, and compliance within an organization

• Proficiency in data consolidation, validation, and analysis

• Ability to work with large datasets and extract relevant information for ad hoc reports

• Familiarity with financial reporting and how to prepare financial presentations is considered an asset

• Excel knowledge (advanced formulas, pivot tables, charts) for financial data manipulation

• PowerPoint - advanced presentations

• Familiarity with ERP systems (SAP preferred)

• Advanced knowledge of collaboration tools, especially SharePoint or similar platforms

• Experience with BI tools is considered as an asset

Our offer:

• You will be working in a global team (availability in the afternoon hours will be required)

• Hybrid working mode (min. 2 days per week in the office)

• Private medical care in LuxMed,

• PZU life Insurance (voluntary insurance)

• Unlimited international travel Insurance (with a global range)

• Benefits System platform (120 points / month for multisport card, cinema tickets, online shopping etc.)

• Language courses reimbursement (up to 70% of course reimbursement)

• Studies reimbursement (up to 50% of study reimbursement)

• Work abroad possibility (up to 30 days / year)

• Recommendation programme (2000 PLN or 2500 PLN for successful recommendation)

• Holiday allowance (up to 800 PLN / year)

• Childcare refund (up to 900 PLN / year)

• Glasses and contact lenses reimbursement (500 PLN per year)

• Occasional gifts (e.g. 1st year anniversary gift)

• Office team building activities and events