Project Management Administrator

Jobtailor; Riyadh; On-site; SAR 89,280 - 133,920; Full time

Job summary

Jobtailor in Riyadh seeks an experienced Project Administrator to support PMs and teams on ongoing projects, manage data entry, invoicing, and procurement activities. You will help prepare bank guarantees, letters of credit, and project documentation while coordinating with sub-contractors and auditors.

The role emphasizes attention to detail, collaboration, and strong communication. Minimum 2 years in project administration and proficiency in MS Office and project software are required.

Qualifications

• Bachelor’s degree or equivalent in business administration, project management, engineering or related field.
• Minimum 2 years of experience in project administration.
• Proficiency in Microsoft Office Suite and project management software.
• Attention to detail and ability to multitask in a fast-paced environment.
• Excellent organizational and time management skills.
• Ability to work collaboratively in a team.
• Strong written and verbal communication abilities.

Responsibilities

• Provide administrative support to project managers and team members on ongoing projects and operational portfolio.
• Support reporting and data entry for: PPM, Billing plans, invoicing information.
• Coordinate for invoice preparation and collection of documentation for sub-contractors (TTI).
• Assist PM in Reviewing the cost positions and back charge to the right cost lines.
• Assist PM in Bank Guarantee preparation and support for Letter of Credit review.
• Billing Draft Preparation with the customers which have specific invoice formats.
• Support PMs in aligning communications to customers in the right template and following up with all internal/external functions for Project related activities.
• Assist project managers in preparing and maintaining project documentation, including Bank Guarantees, insurance documents, and other contractual records.
• Support cash collection activities and coordinate with relevant teams to ensure timely receipts, ensure collection of PDs.
• Coordinate project logistics, including scheduling, transportation, and delivery of materials or equipment.
• Support project procurement processes, including preparation and tracking of purchase orders, Goods Receipt Notes (GRN), logistics coordination, and supplier payment processing.
• Prepare, distribute, and manage project reports and correspondence ; PPM to understand the open commitments and outstanding billing milestones
• Monitor project progress and update status reports : project closeouts …etc
• Organize, govern, and maintain archives and document ensuring all project files are accurately stored and updated.
• Organize sub-regional reviews : punch list items follow up, project specific meetings.
• Keep reporting on: sales, CM, billing, cash and PDs by sub-region on weekly basis
• Support onboarding of new project team members.
• Act as a bridge between auditors and OTR team/PMs to provide relevant information to support audit process.

Skills

Project Administration

Data Entry

Invoice Preparation

Cost Analysis

Document Management

Purchase Order Tracking

Cash Collection Support

Logistics Coordination

Reporting

Problem Analysis

Education

Bachelor’s degree or equivalent in Business Administration / Project Management / Engineering

Tools

SAP

Project Management Software

Job description

• Provide administrative support to project managers and team members on ongoing projects and operational portfolio
• Support reporting and data entry for: PPM, Billing plans, invoicing information
• Coordination for invoice preparation and collection of documentation for sub-contractors (TTI)
• Assist PM in Reviewing the cost positions and back charge to the right cost lines
• Assist PM in Bank Guarantee preparation and support for Letter of Credit review
• Billing Draft Preparation with the customers which have specific invoice formats…
• Support PMs in aligning communications to customers in the right template and following up with all internal/external functions for Project related activities
• Assist project managers in preparing and maintaining project documentation, including Bank Guarantees, insurance documents, and other contractual records.
• Support cash collection activities and coordinate with relevant teams to ensure timely receipts, ensure collection of PDs
• Coordinate project logistics, including scheduling, transportation, and delivery of materials or equipment.
• Support project procurement processes, including preparation and tracking of purchase orders, Goods Receipt Notes (GRN), logistics coordination, and supplier payment processing.
• Prepare, distribute, and manage project reports and correspondence ; PPM to understand the open commitments and outstanding billing milestones
• Monitor project progress and update status reports : project closeouts …etc
• Organize, govern, and maintain archives and document ensuring all project files are accurately stored and updated.
• Organize sub-regional reviews : punch list items follow up, project specific meetings.
• Keep reporting on: sales, CM, billing, cash and PDs by sub-region on weekly basis
• Support onboarding of new project team members.
• Act as a bridge between auditors and OTR team/PMs to provide relevant information to support audit process.

Requirements

• Bachelor’s degree or equivalent experience in business administration, project management, engineering or related field.
• Minimum 2 years of experience in project administration
• Proficiency in Microsoft Office Suite and project management software.
• Attention to detail and ability to multitask in a fast-paced environment.
• Excellent organizational and time management skills
• Ability to work collaboratively in a team
• Strong written and verbal communication abilities
• Preferably good experience in project administration and procurement processes and Familiarity with SAP
• Demonstrate ability to analyze and resolve problems
• Ability to document, consolidate information

Core Competencies

Demonstrates strong project administration capabilities, including proficiency in project management software, invoice preparation, and procurement processes. Excels in organizational skills, attention to detail, and effective communication to support project managers and team members.

Highest-signal resume keywords

• Project Administration
• Procurement Processes
• Microsoft Office Suite Proficiency
• Strong Communication Abilities
• Attention to Detail

ATS Optimization Keywords

Hard Skills

• Project Management
• Data Entry
• Invoice Preparation
• Cost Analysis
• Document Management
• Purchase Order Tracking
• Cash Collection Support
• Logistics Coordination
• Reporting
• Problem Analysis

Soft Skills

• Organizational Skills
• Time Management
• Team Collaboration
• Multitasking
• Verbal Communication

Industry Keywords

• Business Administration
• Engineering
• Contractual Records
• Bank Guarantees
• Sub-Contractor Coordination
• Audit Support
• Documentation

Tools & Technologies

• Project Management Software
• SAP