Project Administration Specialist

IHG Hotels & Resorts; Gurugram District; Hybrid; INR 800,000 - 1,000,000; Full time

Benefits offered by this job

Room discounts

Recharge days

Volunteering days

Job summary

A global hospitality company located in Gurugram District is seeking a Project Coordinator for capital projects. The candidate will support project planning, monitor budgets, document meetings, and maintain stakeholder relationships. Ideal candidates should possess 3-5 years of experience in capital projects within the hospitality industry, have strong organizational and communication skills, and be proficient in tools like Smartsheet and Microsoft Office. This role offers a hybrid work model and various employee benefits.

Qualifications

• 3-5 years of experience in capital projects within the hospitality industry.
• Proficiency in architectural design and construction project management.
• Strong financial and business analysis skills.

Responsibilities

• Support capital project plans, schedules, budgets, and expenditures.
• Document and follow up on actions from stakeholder meetings.
• Assess project risks and provide solutions.

Skills

Ability to work in a fast-paced environment with competing priorities

Demonstrated project team experience

Effective verbal and written communication skills

Intermediate to advanced Excel experience including Macro creation

Good organizational skills

Good analytical skills

Vendor relationship management

Education

Masters/Bachelors degree in business or equivalent

Tools

Smartsheet

Microsoft Office

Job description

Role Purpose

Support the development and implementation of capital project plans. Maintain and monitor project plans, schedules, budgets and expenditures for assigned projects.

Support the development and implementation of capital project plans. Maintain and monitor project plans, schedules, budgets and expenditures for assigned projects. To provide project administration assistance to the EMEAA Hotel Procurement Services function.

Key Accountabilities

• Organizing, attending and participating in stakeholder meetings.
• Documenting and following up on important actions and decisions from meetings.
• Preparing necessary presentation materials for meetings.
• Ensuring project deadlines are met and determining required project changes.
• Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.
• Assess project risks and issues and provide solutions where applicable.
• Ensure stakeholder views are managed towards the best solution.
• Create a project management calendar for fulfilling each goal and objective.
• Chair and facilitate meetings where appropriate and provide meeting notes to all project team members.
• Create & Maintain OS&E (Operating, Supplies, & Equipment) projects in Smartsheet tool including sales quote templates.
• Maintain Master SKU database ensuring alignment to Brand Standards.
• Create & review summary cost plan with stakeholders to ensure accuracy before presenting to Owners/Owner Reps.
• Work with each 3rd party vendor to:
• Benchmark quotes against historical purchasing and preferred supplier relationships.
• Enter confirmed selections into project specific documents.
• Understand delivery & installation management.
• Work with procurement teams to build OS&E opening kits ensuring to:
• Work with approved suppliers.
• Ensure all items are brand standard compliant.
• Meet the needs of regional regulatory compliance.
• Supplier onboarding management through GEP Source to Contract system.
• Attend project meetings with internal & external stakeholders.
• Ensure project documentation is completed correctly once the project closes which will enable the warranty & asset register to be downloaded and provided to owner.
• Develop exceptional internal & external working relationships with effective communications.
• Ensure projects are kept updated daily and project dashboard is continuously maintained.
• Ad-hoc report creation.

Shared Accountabilities

• Project Management.
• Reporting Compliance
• Stakeholder Management
• Vendor management

Key Skills & Experiences

Education

Masters/Bachelors degree in business or an equivalent combination of education and work related experience.

Experience

3-5 years progressive work related experience with demonstrated technical proficiency and understanding in capital projects within the hospitality industry.

Technical Skills and Knowledge

• Ability to work in a fast-paced environment with competing priorities
• Demonstrated project team experience including planning, tracking and assimilation as well as compilation of project data.
• Demonstrated program and/or technical experience in architectural design and construction as well as familiarity with common project tracking systems.
• Demonstrated effective verbal and written communication skills for the purpose of providing information to clients, vendors, senior management and staff.
• Demonstrated financial and business analysis skills, and demonstrated ability to analyse operating, forecast, and budget information.
• Smartsheet experience highly beneficial.
• Intermediate to advanced excel experience including Macro creation.
• Vendor relationship management advantageous
• Good organisational skills.
• Effective communicator
• Experience in managing competing priorities.
• Good analytical skills.
• Good Microsoft Office skills

At IHG Hotels & Resorts, we work together to deliver True Hospitality for Good on a global scale. With corporate offices and over 6,000 hotel destinations worldwide, a career at IHG is the perfect way to broaden your horizons. You’ll experience our unique culture and brilliant colleagues who will support and inspire you. With a host of corporate opportunities to choose from, wherever you are on your career journey, and whatever you want to achieve there’s Room for You at IHG.

Over recent years, we’ve transformed our company. We have bold ambitions to drive performance and maintain our relentless focus on growth in order to be the hotel company of choice that guests & owners love.

We are a hospitality business at our core and value connections and being together helps us foster a unique sense of belonging that also supports productivity. That’s why here at IHG, we give our colleagues flexibility and balance – working in a hybrid way, blending office and remote working collectively. We recognise that every role is different, that’s why leaders work with teams to determine how and when they collaborate.

We provide a wide range of benefits designed to help you live your best work life. These include impressive room discounts across our many properties, recharge days and volunteering days throughout the year. Through our myWellbeing framework, we are committed to supporting wellbeing in your health, lifestyle, and workplace. We offer a unique and inclusive culture, where there is always Room for You to belong, grow and make a difference.

Our mission is to welcome everyone and create inclusive teams where we celebrate difference and encourage colleagues to bring their whole selves to work. IHG Hotels & Resorts provides equal employment opportunities to applicants and employees without regards to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, disability, or any other category protected by applicable laws. We promote a culture of trust, support, and acceptance. Always welcoming different backgrounds, experiences, and perspectives.

Don't quite meet every single requirement, but still believe you'd be a great fit for the job? We'll never know unless you hit the 'Apply' button. Start your journey with us today.