Project Support Officer

Gbt Solutions, Lda; Faro; Híbrido; EUR 45.000 - 70.000; Jornada completa

Descripción de la vacante

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.

Formación

• 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.

Responsabilidades

• 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.

Conocimientos

MS Project

ServiceNow

Advanced Excel

SharePoint

Teams

Word

PowerPoint

Dashboard creation

PMO / project controls

Herramientas

Microsoft Project

ServiceNow

SharePoint

PowerPoint

Excel

Descripción del empleo

Want to Make Waves in Tech? GBT Solutions Is the Place to Be!

About Us: GBT Solutions is a Portuguese technology company founded in 2018, part of the HFA Group established in 1995. With a focus on delivering cutting‑edge solutions across various industries, we are committed to fostering a diverse and inclusive work environment and are proud to be recognized for our commitment to excellence and innovation.

Position:

Braine‑l'Alleud, Belgium - Hybrid (approx. 40% on‑site) Location:

Around four trips per month within Belgium

Key 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.

Technical Capabilities

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.

Qualities & Experience

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. Diplomatic persistence when securing updates from stakeholders. Confidence working with site personnel, contractors, and senior governance boards. Calmness under pressure and discretion with sensitive financial, personnel, and pre‑decision information. Flexible, team‑focused attitude and willingness to support broad administrative duties. Confidence to challenge process failures or declining standards constructively.

GBT Solutions is an equal opportunity employer and values diversity. We do not discriminate based on age, ethnicity, sexual orientation, gender, disability, or any other factor other than merit.

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