Purpose

The Project Administrator provides essential administrative and coordination support to the Project Manager and Project Controller throughout the project lifecycle. This role plays a key part in maintaining organized, accurate project documentation and facilitating effective communication among project stakeholders. Working in a fast-paced environment, the Project Administrator may support one or multiple projects simultaneously, requiring strong attention to detail, excellent recordkeeping skills, and the ability to manage competing priorities efficiently.

Key Responsibilities and key result area’s

Responsibilities include, but are not limited to:

Assist the Project Manager and Project Controller with day-to-day administrative tasks, including scheduling meetings, managing calendars, and preparing documentation for project reviews and meetings.
Maintain and organize all project-related documentation such as contracts, action lists, meeting minutes, reports, and deliverables to ensure accurate recordkeeping and accessibility.
Organize and support internal and external project meetings including Kick-Off meetings, safety meetings, and client updates. Record minutes and follow up on action items.
Support the preparation and regular updates of internal project plans, action lists, and timelines, ensuring alignment with project objectives and deadlines.
Serve as a communication link between project teams and other departments, helping coordinate the sharing of project requirements, updates, and deliverables.
Assist in gathering and compiling data for project status reports, KPIs, and performance dashboards. Help in updating forecasting and budgeting documents under guidance from the Project Controller.
Help prepare and track invoices, purchase orders, and other financial documentation related to the project lifecycle, under the supervision of the Project Controller.
Support the team in adhering to internal quality standards, safety regulations, and compliance requirements by ensuring proper documentation and process follow-up.
Assist in capturing and organizing project lessons learned and contributing ideas for process improvements and efficiencies.
Performing other related duties as necessary or assigned by manager or supervisor

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Project Administrator