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.
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• 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
Perks and Benefits
Health and Wellness
- Health Insurance
- Health Reimbursement Account
- Dental Insurance
- Vision Insurance
- Life Insurance
- Short-Term Disability
- Long-Term Disability
- FSA
- FSA With Employer Contribution
- HSA
- HSA With Employer Contribution
- Fitness Subsidies
- On-Site Gym
- Mental Health Benefits
Parental Benefits
- Adoption Assistance Program
- Family Support Resources
- Birth Parent or Maternity Leave
- Adoption Leave
Work Flexibility
- Flexible Work Hours
- Remote Work Opportunities
- Hybrid Work Opportunities
Office Life and Perks
- Commuter Benefits Program
- Casual Dress
- On-Site Cafeteria
- Holiday Events
Vacation and Time Off
- Unlimited Paid Time Off
- Paid Holidays
- Personal/Sick Days
- Summer Fridays
Financial and Retirement
- 401(K)
- Stock Purchase Program
- Performance Bonus
- Relocation Assistance
- Financial Counseling
- Profit Sharing
Professional Development
- Tuition Reimbursement
- Access to Online Courses
- Lunch and Learns
- Leadership Training Program
- Internship Program
- Associate or Rotational Training Program
Diversity and Inclusion
- Diversity, Equity, and Inclusion Program
- Employee Resource Groups (ERG)
- Unconscious Bias Training
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