Project Administration Lead

3 days ago

Riyadh, Ar Riyāḑ, Saudi Arabia Parsons Oman Full time
Job Details

We are seeking an experienced Project Administration Lead to join our operations team.

The successful candidate will have a background in operations, administration, and a deep understanding of the essential services that support project delivery.

  • Key Responsibilities:
  • Oversee and manage all administrative functions related to project execution, including documentation, correspondence, and scheduling.
  • Coordinate and support project meetings, including preparing agendas, taking minutes, and following up on action items.
  • Maintain and manage project files, ensuring that all project documentation is accurate, complete, and accessible.
  • Serve as the central point of contact for project-related administrative inquiries and support.
  • Ensure that all project teams have the necessary administrative resources, tools, and office support to meet project goals.
  • Manage and coordinate central services such as procurement, office supplies, communication systems, and other logistical support for project teams.
  • Oversee the day-to-day operations of administrative services, ensuring that project teams are supported in meeting operational and project delivery requirements.
  • Collaborate with the project management team to ensure the timely allocation of resources (including administrative staff, office equipment, and materials) needed for project activities.
  • Coordinate and manage the scheduling of resources to ensure that project milestones and deadlines are met without delays.
  • Monitor the usage of resources and provide recommendations to optimize resource allocation across projects.
  • Support the preparation and management of project budgets, with a focus on administrative costs and central services expenditures.
  • Track and monitor costs related to administrative operations, office supplies, and service contracts to ensure alignment with project budgets.
  • Assist in managing financial reports and forecasts for central services and admin support.
  • Identify opportunities for improving administrative and operational processes, ensuring that project teams have seamless access to resources and support.
  • Implement best practices to streamline workflows, reduce administrative overhead, and improve operational efficiency across the project support functions.
  • Continuously evaluate and optimize central services operations to enhance team collaboration and project delivery.
  • Act as a liaison between project teams and internal departments (e.g., HR, Procurement, IT) to ensure timely provision of support and resources.
  • Maintain effective communication with stakeholders to keep them informed about the status of administrative support and resource needs.
  • Develop and maintain strong working relationships with internal teams and external service providers to ensure smooth operations.
  • Ensure all project-related administrative and operational activities comply with internal policies, industry standards, and legal requirements.
  • Assist in managing contracts and agreements for administrative services, ensuring that all terms are met and service levels are maintained.
  • Maintain accurate records of all central services and administrative functions related to project delivery, ensuring compliance with organizational guidelines.
  • Lead, manage, and mentor a team of administrative support staff, providing guidance and training to enhance team performance.
  • Oversee the allocation of administrative tasks and ensure that team members are adequately resourced to support ongoing project activities.
  • Foster a positive and collaborative team culture, encouraging continuous improvement and professional development.

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