Project Support Officer

Jobtailor; Eigenbrakel; Sur place; EUR 55 000 - 75 000; Plein temps

Résumé du poste

Jobtailor in Belgium is seeking a highly organized project scheduler with NATO SECRET clearance to manage master plans, look-ahead schedules, baselines, and risk registers. You will coordinate site access and travel, and drive governance through dashboards and reports.

Responsibilities include maintaining RAID/logs, tracking budgets and changes, and ensuring compliant document control across multiple sites in Belgium. Strong MS Project, Excel, and 365 skills are essential.

Qualifications

• Active NATO SECRET security clearance required.
• Proficient in project scheduling tools (MS Project, ServiceNow).
• Advanced Excel skills (pivot tables, lookups, conditional formatting, cost trackers, resource models).
• Strong Microsoft 365 proficiency (SharePoint, Teams, Word, PowerPoint).
• Experience building dashboards and visual reports with RAG statuses, trend charts, and exception summaries.
• Familiarity with PMIS or portfolio tools.
• Excellent attention to detail and organizational skills.
• Ability to manage concurrent tasks and communicate with stakeholders.
• Willingness to travel to NATO sites (approx. four trips/month within Belgium).

Responsabilités

• Maintain the master project plan and detailed work schedules, update progress weekly, and flag slippage or critical-path risks.
• Prepare look-ahead schedules, Gantt charts, and milestone trackers.
• Support re-planning exercises and revised baselines.
• Own and maintain RAID, risk, issue, lessons, quality, and decision registers.
• Track change requests through the change-control process.
• Establish and maintain project filing structures, version control, naming conventions, and access permissions.
• Manage document distribution, sign-offs, archiving, and configuration status.
• Track expenditure, actuals, commitments, forecasts, budget variances, purchase orders, timesheets, and invoices.
• Maintain resource allocation schedules and highlight conflicts or gaps.
• Coordinate NATO site access, permits, security clearances, inductions, and health and safety requirements.
• Maintain site visit schedules and access trackers, record outcomes, and elevate repeated access difficulties.
• Coordinate contractors and internal teams to sequence site visits efficiently.
• Collect, file, and link site visit documentation to site records.
• Draft highlight reports, checkpoint reports, dashboards, and governance packs.
• Organise project meetings, agendas, papers, attendance, minutes, decisions, and actions.
• Maintain the forward calendar of stage gates, board meetings, and quality reviews.
• Act as first point of contact for administrative queries and direct team members to appropriate processes

Connaissances

Project scheduling

Microsoft Project

ServiceNow

Advanced Excel

Dashboard creation

Microsoft 365 proficiency

SharePoint

Stakeholder communication

Documentation management

Outils

Microsoft Project

ServiceNow

PowerPoint

SharePoint

Teams

Word

Power BI

Description du poste

• Maintain the master project plan and detailed work schedules, update progress weekly, and flag slippage or critical-path risks
• Prepare look-ahead schedules, Gantt charts, and milestone trackers
• Support re-planning exercises and revised baselines
• Own and maintain RAID, risk, issue, lessons, quality, and decision registers
• Track change requests through the change-control process
• Establish and maintain project filing structures, version control, naming conventions, and access permissions
• Manage document distribution, sign-offs, archiving, and configuration status
• Track expenditure, actuals, commitments, forecasts, budget variances, purchase orders, timesheets, and invoices
• Maintain resource allocation schedules and highlight conflicts or gaps
• Coordinate NATO site access, permits, security clearances, inductions, and health and safety requirements
• Maintain site visit schedules and access trackers, record outcomes, and elevate repeated access difficulties
• Coordinate contractors and internal teams to sequence site visits efficiently
• Collect, file, and link site visit documentation to site records
• Draft highlight reports, checkpoint reports, dashboards, and governance packs
• Organise project meetings, agendas, papers, attendance, minutes, decisions, and actions
• Maintain the forward calendar of stage gates, board meetings, and quality reviews
• Act as first point of contact for administrative queries and direct team members to appropriate processes

Requirements

• Currently active NATO SECRET security clearance
• Strong proficiency in project scheduling tools, ideally Microsoft Project and ServiceNow
• Advanced Excel skills, including pivot tables, lookups, conditional formatting, cost trackers, and resource models
• Confident use of Microsoft 365: SharePoint, Teams, Word, and PowerPoint
• Ability to build dashboards and visual reports with RAG statuses, trend charts, and exception summaries
• Familiarity with project management information systems (PMIS) or portfolio tools
• Exceptional attention to detail
• Highly organised ability to manage concurrent tasks, deadlines, and information flows
• Strong written communication for minutes, reports, and status updates
• Proactive and self-starting approach
• Diplomatic and persistent stakeholder follow-up skills
• Comfortable working across all levels of seniority
• Ability to remain calm under pressure
• Trustworthiness with sensitive financial, personnel, and pre-decisional information
• Team-oriented and willing to handle broad administrative support tasks
• Willingness to challenge constructively when processes or standards slip
• Frequent travel to NATO sites and approximately four trips per month to other locations in Belgium

Core Competencies

Demonstrates expertise in project scheduling and management, utilizing tools such as Microsoft Project and advanced Excel for tracking and reporting. Maintains a high level of organization and attention to detail while managing concurrent tasks and stakeholder communications.

Highest-signal resume keywords

• NATO SECRET Security Clearance
• Project Scheduling Tools
• Advanced Excel Skills
• Microsoft 365 Proficiency
• Project Management Information Systems

Hard Skills

• Project Scheduling
• Gantt Chart Preparation
• Budget Tracking
• Change Control Management
• Dashboard Creation
• Resource Allocation
• Document Management
• Risk Management
• Configuration Management
• Stakeholder Communication

Soft Skills

• Attention to Detail
• Organizational Skills
• Proactive Approach
• Diplomatic Communication
• Calm Under Pressure

Industry Keywords

• NATO
• Security Clearance
• Project Management
• Risk Register
• Change Requests
• Site Access Coordination
• Health and Safety Requirements

Tools & Technologies

• Microsoft Project
• ServiceNow
• Microsoft 365
• SharePoint
• Teams
• Word
• PowerPoint