Project Administrator

vor 1 Woche

Berlin, Deutschland Iberdrola International Vollzeit

Belonging to the Project Management team and Reporting to the Project Controls Manager, the Project Administrator will be supporting the project team in the day-to-day office and support tasks such as: managing the internal communication distribution, correspondence, maintain documentation records as well as expenses and project team personal details.

The Project administrator shall maintain the timesheet portal, extracting reports on a monthly basis, leave and working hours’ reports. The individual will serve as the link between external staff and managers, guiding the last ones through the invoice/timesheets approving process.

Also, will keep an updated Project Resource Plan aligning all the inputs and needs coming from the Packages (Project), IBR Offshore Business (Department) and the External Market and compliant with the Internal procedures and update resources best estimate on a monthly basis.

Also, will support in the control and monitoring of project resources expenditure including verifying and checking invoices from suppliers, vendors and subcontractors to ensure that all project expenditures are captured and properly recorded.

Key Responsabilities:

- Ensure the retrieval of necessary information for the correct delivery of the project (User/ client requirements, relevant case studies).
- Maintain electronic and hard copy filing system.
- Coordinate and maintain records for staff, telephones of the new and old staff working before the FID date.
- Schedule regular meetings and record decisions (e.g. assigned tasks and next steps).
- Update resources plan and resources best estimate in a monthly basis with support of packages responsible, PM and resources support team.
- Ensure correct tracking of expenses under his/her scope, i.e.: Track the external resources and their invoices.
- Update internal resources cost report in a monthly basis (based on timesheets report).
- Elaborate and update organization chart of the project.
- Track the GWO training for internal resources.
- Administration support and administrative assistance to the members of the Project Controls Team, during execution phase.
- Ad hoc support functions.
- Keep an updated Project Resources Plan and resources best estimate, aligning all the inputs and needs coming from the Packages (Project), IBR Offshore Business (Department) and the External Market.
- Produce organisation chart for the project.
- Support the recruitment process to ensure that it is aligned with the approved plan.
- Support on resources cost administrative tasks (create PO for external resources, monitor payment process of invoices for external agencies).

Experience:

- Experience in project administration (+4 years).
- Good knowledge of large-scale projects and its administrative tasks.
- Support to prepare cost control reporting.
- Verifying supplier invoices.
- Work as part of the team that maintains the cost structure (maintaining WBS structures & AOs, purchase requisition/order approval, commitment Reporting).
- Excellent in English and German is a must.

Mobility Information

Job Posting End Date:
February-15-2025

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