Project Management Admin

Overview

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