Project Management Admin

Position Overview

We are seeking a highly organized and detail-oriented Project Management Admin to join our dynamic team. In this pivotal role, you will provide essential administrative support to project managers and regional operations, ensuring the smooth execution of projects through meticulous coordination, documentation management, and financial alignment. Your responsibilities will span across project operations, financial processes, and logistical activities, serving as a critical link between stakeholders, internal teams, and external partners. This position is ideal for a proactive professional with a strong aptitude for multitasking and problem-solving in a fast-paced environment.

Key Responsibilities

The Project Management Admin will play a multifaceted role in supporting project success. Your core responsibilities will include:

• Administrative Support: Provide comprehensive administrative assistance to project managers and team members, including managing project documentation, coordinating meetings, and facilitating seamless communication among stakeholders.
• Financial Coordination: Assist in financial processes such as preparing and reviewing billing plans, invoicing information, and cost positions. Support the preparation of Bank Guarantees, Letters of Credit, and draft invoices tailored to specific customer formats. Ensure accurate alignment of back charges to the appropriate cost lines.
• Documentation Management: Maintain and organize critical project documents, including Bank Guarantees, insurance records, contractual agreements, and procurement-related files such as purchase orders, Goods Receipt Notes (GRN), and supplier payment processing.
• Logistics and Procurement Support: Coordinate project logistics, including scheduling, transportation, and delivery of materials or equipment. Assist in procurement processes to ensure timely acquisition of resources and efficient supplier payment processing.
• Reporting and Communication: Prepare, distribute, and manage project reports, correspondence, and status updates. Monitor project progress, track billing milestones, and ensure timely cash collection activities. Generate weekly reports on sales, cash management, billing, and pending deliverables (PDs) by sub-region.
• Stakeholder Coordination: Act as a liaison between project managers, internal teams, auditors, and external stakeholders. Facilitate sub-regional reviews, follow up on punch list items, and ensure all project-related communications adhere to standardized templates.
• Archive Management: Govern and maintain project archives, ensuring all files are accurately stored, updated, and easily accessible for audits or reference.
• Onboarding Support: Assist in the onboarding of new project team members, ensuring they are integrated smoothly into the team and have access to necessary resources.

Required Qualifications

• Bachelor’s degree in Business Administration, Project Management, Engineering, or a related field. Equivalent professional experience will also be considered.
• Minimum of 2 years of experience in project administration or a similar role, with a proven track record of supporting project operations in a corporate environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with project management software.
• Exceptional attention to detail and the ability to manage multiple tasks efficiently in a dynamic, fast-paced setting.

Desired Characteristics

• Organizational Excellence: Demonstrated ability to prioritize tasks, manage deadlines, and maintain high levels of organization in a remote work environment.
• Collaborative Mindset: Strong interpersonal skills with the ability to work effectively in a team-oriented culture, fostering positive relationships with colleagues and stakeholders.
• Communication Skills: Excellent written and verbal communication abilities, with the capacity to convey complex information clearly and concisely.
• Technical Proficiency: Prior experience with project administration and procurement processes is highly desirable. Familiarity with SAP or similar enterprise resource planning (ERP) systems is a plus.
• Analytical and Problem-Solving Skills: Ability to analyze data, identify issues, and propose effective solutions to support project objectives.
• Documentation and Information Management: Proven ability to consolidate, document, and present information accurately and efficiently.

Additional Information

This is a remote position offering relocation assistance for eligible candidates. The ideal candidate will thrive in a self-directed environment while maintaining strong alignment with team goals and project deliverables.