Project Scheduler & Admin Lead - Hybrid Belgium

Gbt Solutions, Lda

Faro

Hybrid

EUR 45,000 - 70,000

Full time

14 days+

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Job summary

GBT Solutions seeks a diligent project administrator/controls specialist to manage master plans, schedules, and dashboards for multi-site initiatives in Belgium. You will maintain schedules, produce progress updates, and support baseline updates after stage reviews, ensuring robust change control and documentation.

Strong MS Project and ServiceNow skills, advanced Excel abilities, and a proven eye for detail are essential.

Qualifications

Strong Microsoft Project and ServiceNow scheduling capability.
Advanced Excel (pivot tables, lookups, conditional formatting, cost tracking, resource modelling).
Confident use of SharePoint, Teams, Word, and PowerPoint.
Ability to create clear dashboards with RAG status, trends, and exception reporting.
Familiarity with project‑management information systems or portfolio‑management tools.
Exceptional accuracy and attention to detail.
Strong organisation across competing priorities and deadlines.
Clear, concise written reporting and minute‑taking skills.
Proactive, self‑directed working style.

Responsibilities

Maintain the master project plan and detailed schedules; gather weekly progress updates and flag delays or critical‑path risks.
Produce look‑ahead schedules, Gantt charts, milestone trackers, dashboards, and board‑level status reports.
Support project re‑planning and baseline updates following stage reviews or approved changes.
Own the RAID log and maintain records for risks, issues, lessons, quality, decisions, and change control.
Establish and enforce document‑management standards (structures, naming conventions, permissions, version control, approvals, archiving).
Track expenditure, commitments, forecasts, invoices, purchase orders, timesheets, budget coding, and resource allocation.
Coordinate access to Belgian operational sites for audit teams, contractors, and surveyors, including permits, clearances, inductions, and H&S documentation.
Maintain site‑visit schedules and trackers; escalate recurring access issues; plan efficient geographic routes.
Organise meetings, prepare agendas and papers, record minutes, decisions, actions, owners, and deadlines; follow up overdue actions.
Maintain the governance calendar for stage gates, project boards, and quality reviews.
Act as the first point of contact for project administration, processes, templates, and escalation routes.