Responsibilities
In this dynamic and essential role, you will play a critical part in the smooth financial and administrative operations of our projects. Your responsibilities will include, but are not limited to, the following:
Invoice Management: Proactively monitor and track all invoices and payment schedules linked to our various projects. You will ensure accuracy and timely processing to maintain positive cash flow and vendor relationships.
Financial Reporting: Regularly update management on outstanding invoices—both incoming and outgoing—and the status of pending payments. Your insights will be pivotal in financial decision-making and planning.
Document Management: Establish, organize, and maintain a centralized repository for all contract and project-related documents. Ensuring that these documents are readily accessible to all project stakeholders will be a key focus of your role.
File Organization: Systematically categorize and archive relevant project files, enabling efficient retrieval and reference. Your organizational skills will help support seamless workflow and communication across teams.
Design Review Coordination: Keep a meticulous record of design review submissions and associated decision sheets. You will facilitate timely submission of design materials and coordinate the review processes to ensure timely project progression.
Meeting Coordination: Arrange both internal and external meetings with precision. This includes handling scheduling, sending invitations, and managing logistical arrangements to ensure all participants can contribute effectively.
Agenda Preparation: Prepare and distribute meeting agendas and pertinent materials ahead of time, ensuring all participants are well-informed and ready to engage in productive discussions.
Tender Management: Monitor and track all tender submissions diligently, ensuring all deadlines are met and that all documents are prepared to the highest standards.
This position offers the opportunity to contribute meaningfully to our projects, ensuring that both financial and administrative processes run smoothly. If you are detail-oriented, organized, and passionate about driving project success, we encourage you to apply and join our team.
Minimum Requirements
- Minimum of 3 years in project coordination or similar roles, showcasing your expertise in managing projects successfully.
- Diploma in a relevant field, such as engineering, financial management, or a closely related discipline.
- Exceptional organizational and time management skills to keep projects on track.
- Proficient in project management tools and software to streamline processes.
- Outstanding communication and interpersonal skills to collaborate effectively with team members and stakeholders.
- A keen eye for detail and the ability to manage multiple tasks simultaneously.
