Project Administrator

What you will do

We are seeking a highly organised and detail-oriented Project Support administrator to join our team in Germany and provide essential support to our Development and Construction teams as we significantly expand our estate.

This role sits within the Real Estate team supporting our global build programme and within this, you will work closely with the project and cost / commercial leadership on each project, supporting them and providing assistance to ensure projects are delivered on time and within

budget.

Therefore, you will play a crucial role in helping us to manage project costs, assisting with invoicing and payments and coordinating change requests. Your focus will be on efficient coordination and execution of administrative tasks, ensuring the accurate tracking and reporting of our projects through offering strong operational support.

Standard tasks and responsibilities will include:

• Assist project managers with PO tracking, receipting, payments and cashflow forecasts
• Administration of invoicing received and the coordination and prioritising of invoices and the invoice approval
• Organise and coordinate travel arrangements, and proactively addressing supplier-related matters.
• Assisting Project teams with administration on SharePoint.
• Training new Project Managers on processes such as PO raising, receipting of invoicing and financial request to Finance team.
• Collate KPI scores on projects and create summary reports
• Supporting the project cost management team with programmed level reports summarizing information from multiple projects, including late invoicing, invoicing and payment errors
• Work with finance teams to ensure projects are correctly tracked financially to ensure that project invoicing and receipting positions are kept UpToDate.
• Coordinate and prepare various reports and presentations as required
• Cap labour tracking and reporting on a monthly basis
• Maintain and enforce current governance processes and implementing new processes as required
• Attend weekly and bi-monthly management meetings to ensure payments are processing through project correctly.
• Additional ad hoc tasks supporting the project management team
• Assist the Cost Management team to review capital expenditure budgets and cashflow forecasts, power BI implementation and reports.

This role offers a hybrid working solution with attendance to our site(s) mixed with remote working. Office days will be determined by the needs of the role and agreed with local line management. You will be required to be flexible around supporting our company events such as All Hands sessions, external client meetings and other ad-hoc events/meetings as required by the team.

What we're looking for

Key requirements include:

• Ability to coordinate project activities, including monitoring, tracking and reporting support to ensure delivery to time and budget
• Ability to work with and coordinate financial information, including supporting invoicing and purchase order creation and approval
• Ability to communicate effectively with a range of internal and external stakeholders
• Strong organisational skills, including the ability to prioritise tasks effectively

What we offer

Colt DCS is a growing business that is investing in its people.

We offer skill development, learning pathways and accreditation to help our people perform at their best, regardless of role and location.

In addition to offering competitive salaries and incentive plans, a range of benefits and local rewards packages are offered to staff. Colt DCS recognises and is committed to the importance of a work-life balance.