Project Management Admin

About This Role

The Project Management admin will supports 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.Job Description

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, invoicing information
• Coordination for invoice preparation and collection of documentation for sub-contractors (TTI)
• Assist PM in Reviewing the cost positions and back charge to the right cost lines
• Billing Draft Preparation with the customers which have specific invoice formats… Kind of invoices, drafts to be sent to customer for approval
• 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, insurance documents, and other contractual records.
• Support cash collection activities and coordinate with relevant teams to ensure timely receipts, ensure collection of PDs
• Coordinate project logistics, including scheduling, transportation, and delivery of materials or equipment.
• Support project procurement processes, including preparation and tracking of purchase orders, Goods Receipt Notes (GRN), logistics coordination, and supplier payment processing.
• Prepare, distribute, and manage project reports and correspondence ; PPM to understand the open commitments and outstanding billing milestones
• Monitor project progress and update status reports : project closeouts …etc
• Organize, govern, and maintain archives and document ensuring all project files are accurately stored and updated.
• Organize sub-regional reviews : punch list items follow up, project specific meetings.
• Keep reporting on: sales, CM, billing, cash and PDs by sub-region on weekly basis
• Support onboarding of new project team members.
• Act as a bridge between auditors and OTR team/PMs to provide relevant information to support audit process.

Required Qualifications:

• Bachelor’s degree or equivalent experience in business administration, project management, engineering or related field.
• Minimum 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
• For candidates based in Saudi: The legal right to work in KSA without company sponsorship or time restriction
• Ability to work collaboratively in a team
• Strong written and verbal communication abilities
• Preferably good experience in project administration and procurement processes and Familiarity with SAP
• Demonstrate ability to analyze and resolve problems
• Ability to document, consolidate information

Additional Information

Relocation Assistance Provided: No