Job Description Summary

Administrative and Executive Support. Impacts quality of own work and the work of others on the team. Executes standard operational/technical tasks typically subject to instructions and work routines. There is latitude to rearrange the sequence to complete task/duties based on changing work situations.

Job Description

Expeditor as well as Administrative and Project Management Team Support. Impacts quality and ensure on-time delivery of own work and the work of others on the team. Executes operational/technical tasks and work packages according to the defined project priorities. Being part of the team of a complex and dynamic project it is required to adapt and there is latitude to rearrange the sequence to complete task/duties based on changing work situations.

Responsibilities:

Expedite Deliverables and follow up monthly priorities with Engineering Procurement Logistics and Construction working closely with Engineering and Project Management

Coordinate with internal stakeholders (Project and Engineering Managers Procurement Leaders) to ensure streamlined workstreams (Engineering Procurement Supplier packages) and delivery according to defined priorities.

Ensure deliverables are communicated upstream to involved stakeholders (authors reviewers) lead weekly check-in routine to monitor delivery

Ensure consistency of Data and Deadlines between project planning and document delivery on weekly basis

Administrative and technical support for high priority deliverables and workstreams focusing on deliverable quality and optimizing interfaces across tools

Take over certain Documentation Management and progress tasks as well as prepare regular status reports and dashboards to analyze the project healthiness status

Take over cross functional / cross projects alignment tasks on request like Technical Queries or other commercial queries workpackages

Manage project management documents including plans organizational charts team lists contracts documents and lists and reports of cross-functional quality

Prepare meeting and issue minutes of meetings and moderate recurrent routines being timekeeper and taking action logs.

Analyze and continuously improve project execution according to the defined improvement initiatives by the Project Management team (existing processes practices behaviors and culture)

Onboard new team members in the project including access to tools and information packages to ensure smooth integration

Deploy dashboards (e.g. Power BI based) to ensure communication of project indicators evolution in real time via Dashboards dedicated to different Work packages

Support monthly progress reporting at the project level reporting for all key KPIs focusing on schedule and quality

Take over certain procurement activities including creating purchase requisitions (PRs) processing goods receipt notifications (GRNs) resolving related issues and supporting invoice validation to ensure timely and accurate financial transactions

Perform general office and administrative tasks as well as support with internal and customer/supplier event management

Requirements:

Completed commercial or technical training preferably an engineering or computer science degree.

Good knowledge of MS Office and understanding of business concepts.

Open minded energetic and willing to grow and learn in complex project in growing industry with intercultural project teams

Strong stakeholder management skills and results driven attitude having experience in navigating big teams in established corporation.

You work in a structured autonomous and reliable manner.

Additional Information