Project Management Admin

Position Overview

The Project Management Admin plays a pivotal role in enhancing the efficiency and effectiveness of regional operations by providing comprehensive administrative support to project managers and their teams. This position is instrumental in streamlining project documentation, financial processes, and logistical activities to ensure the seamless execution of projects. The ideal candidate will act as a central hub for coordination among stakeholders, facilitating clear communication and adherence to project timelines while maintaining meticulous records and supporting critical financial and procurement functions.

Key Responsibilities

The Project Management Admin will be responsible for a diverse range of tasks designed to support project operations and regional initiatives. These responsibilities include:

• Administrative Support: Provide high-level administrative assistance to project managers and team members, ensuring smooth day-to-day operations and alignment with project goals.
• Financial and Reporting Support: Assist in managing project reporting and data entry tasks, including PPM (Project Portfolio Management), billing plans, and invoicing information. Coordinate invoice preparation and ensure the collection of necessary documentation from sub-contractors (TTI).
• Cost Management: Collaborate with project managers to review cost positions, back-charge allocations, and prepare Bank Guarantees and Letters of Credit. Assist in the review and preparation of draft invoices tailored to specific customer formats and requirements.
• Communication Coordination: Facilitate clear and consistent communication with customers by ensuring all correspondence follows the appropriate templates. Act as a liaison between internal and external stakeholders to drive project-related activities forward.
• Documentation Management: Support project managers in preparing, maintaining, and organizing critical project documentation, including Bank Guarantees, insurance documents, and contractual records. Ensure all files are accurately stored, updated, and easily accessible.
• Cash Collection and Logistics: Assist in cash collection activities, coordinate with relevant teams to ensure timely receipt of payments, and track project deliverables (PDs). Manage project logistics, including scheduling, transportation, and delivery of materials or equipment.
• Procurement Support: Contribute to procurement processes by preparing and tracking purchase orders, Goods Receipt Notes (GRN), and supplier payment processing. Ensure seamless coordination between procurement, logistics, and project teams.
• Reporting and Monitoring: Prepare, distribute, and manage project reports and correspondence to track open commitments, outstanding billing milestones, and project progress. Monitor status reports and support project closeouts as required.
• Regional Coordination: Organize and govern project archives, ensuring all documentation is up-to-date and compliant. Facilitate sub-regional reviews, including punch list item follow-ups and project-specific meetings. Maintain weekly reporting on sales, cash management (CM), billing, cash flow, and PDs by sub-region.
• Team Support and Audit Assistance: Assist in the onboarding of new project team members and act as a bridge between auditors and the OTR team or project managers. Provide relevant information to support audit processes and ensure compliance with organizational standards.

Required Qualifications

• Bachelor’s degree in business administration, project management, engineering, or a related field; or equivalent professional experience.
• Minimum of 2 years of hands-on experience in project administration or a similar role.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with project management software.
• Exceptional attention to detail and the ability to multitask effectively in a fast-paced environment.

Desired Characteristics

• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Excellent collaboration and teamwork abilities, with a commitment to fostering a positive work environment.
• Outstanding written and verbal communication skills, with the ability to convey complex information clearly and concisely.
• Prior experience in project administration, procurement processes, and familiarity with SAP is highly preferred.
• Proven problem-solving skills, with the ability to analyze challenges and implement effective solutions.
• Demonstrated ability to document, consolidate, and present information accurately and efficiently.

Additional Information

This is a remote position, and relocation assistance is not provided. The role requires a proactive and detail-oriented individual who can thrive in a dynamic and collaborative work environment.