Project Management Admin

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:

• Bachelors 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