Project Management Administrator (m/w/d)

Job Description Summary

Administrative and Executive Support. Impacts quality of own work and the work of others on the team. Executes standard operational/technical tasks typically subject to instructions and work routines. There is latitude to rearrange the sequence to complete task/duties based on changing work situations.

Job Description

Expeditor as well as Administrative and Project Management Team Support. Impacts quality and ensure on-time delivery of own work and the work of others on the team. Executes operational/technical tasks and work packages according to the defined project priorities. Being part of the team of a complex and dynamic project, it is required to adapt and there is latitude to rearrange the sequence to complete task/duties based on changing work situations.

Responsibilities:

• Expedite Deliverables and follow up monthly priorities with Engineering, Procurement, Logistics and Construction, working closely with Engineering and Project Management
• Coordinate with internal stakeholders (Project and Engineering Managers, Procurement Leaders) to ensure streamlined workstreams (Engineering, Procurement, Supplier packages) and delivery according to defined priorities.
• Ensure deliverables are communicated upstream to involved stakeholders (authors, reviewers), lead weekly check-in routine to monitor delivery
• Ensure consistency of Data and Deadlines between project planning and document delivery on weekly basis
• Administrative and technical support for high priority deliverables and workstreams, focusing on deliverable quality and optimizing interfaces across tools
• Take over certain Documentation Management and progress tasks as well as prepare regular status reports and dashboards to analyze the project healthiness status
• Take over cross functional / cross projects alignment tasks, on request, like Technical Queries or other commercial queries workpackages
• Manage project management documents, including plans, organizational charts, team lists, contracts documents and lists, and reports of cross-functional quality
• Prepare meeting and issue minutes of meetings and moderate recurrent routines, being timekeeper and taking action logs.
• Analyze and continuously improve project execution according to the defined improvement initiatives by the Project Management team (existing processes, practices, behaviors, and culture)
• Onboard new team members in the project, including access to tools and information packages to ensure smooth integration
• Deploy dashboards (e.g. Power BI based) to ensure communication of project indicators evolution in real time via Dashboards dedicated to different Work packages
• Support monthly progress reporting at the project level reporting for all key KPIs, focusing on schedule and quality
• Take over certain procurement activities, including creating purchase requisitions (PRs), processing goods receipt notifications (GRNs), resolving related issues, and supporting invoice validation to ensure timely and accurate financial transactions
• Perform general office and administrative tasks, as well as support with internal and customer/supplier event management

Requirements:

• Completed commercial or technical training, preferably an engineering or computer science degree.
• Good knowledge of MS Office and understanding of business concepts.
• Open minded, energetic and willing to grow and learn in complex project in growing industry with intercultural project teams
• Strong stakeholder management skills and results driven attitude, having experience in navigating big teams in established corporation.
• You work in a structured, autonomous and reliable manner.

Additional Information

• Relocation Assistance Provided: No