Project Management Admin

The Project Management Admin will support the regional project management and operations team by performing key administrative tasks, facilitating project operations, and ensuring seamless coordination among stakeholders in the region. This role is essential in managing project documentation, aligning with financial processes, and logistical activities to support the successful execution of projects.

Key Responsibilities

• Provide administrative support to project managers and team members on ongoing projects and operational portfolio.
• Support reporting and data entry for PPM, billing plans, and invoicing information.
• Coordinate for invoice preparation and collection of documentation for sub-contractors.
• Assist PM in reviewing the cost positions and back charge to the right cost lines.
• Billing draft preparation with customers which have specific invoice formats.
• Support PMs in aligning communications to customers in the right template and following up with all internal/external functions for project-related activities.
• Assist project managers in preparing and maintaining project documentation, including bank guarantees and other contractual records.
• Support cash collection activities and coordinate with relevant teams to ensure timely receipts.
• Coordinate project logistics, including scheduling, transportation, and delivery of materials or equipment.
• Support project procurement processes, including preparation and tracking of purchase orders and supplier payment processing.
• Prepare, distribute, and manage project reports and correspondence.
• Monitor project progress and update status reports.
• Organize and maintain archives and documents ensuring all project files are accurately stored and updated.
• Organize sub-regional reviews and project-specific meetings.
• Keep reporting on sales, CM, billing, cash, and PDs by sub-region on a weekly basis.
• Support onboarding of new project team members.
• Act as a bridge between auditors and the project management team to provide relevant information to support the audit process.

Requirements

• Bachelor’s degree or equivalent experience in business administration, project management, engineering, or a related field.
• Minimum of 5 years of experience in project administration.
• Proficiency in Microsoft Office Suite and project management software.
• Attention to detail and ability to multitask in a fast-paced environment.

Desired Characteristics

• Excellent organizational and time management skills.
• Ability to work collaboratively in a team.
• Strong written and verbal communication abilities.
• Experience in project administration and procurement processes.
• Familiarity with SAP is a plus.
• Demonstrated ability to analyze and resolve problems.
• Ability to document and consolidate information.