Project Management Admin

About the Role

GE Vernova is seeking a Project Management Admin to join their team in Riyadh, Riyadh. This full-time role involves supporting regional operations by performing key administrative tasks, facilitating project operations, and ensuring seamless coordination among stakeholders. The Project Management Admin will be essential in managing project documentation, aligning with financial processes, and overseeing logistical activities to support successful project execution.

Key Responsibilities

• Provide administrative support to project managers and team members for ongoing projects and the operational portfolio.
• Support reporting and data entry for PPM, billing plans, and invoicing information.
• Coordinate invoice preparation and collect documentation for sub-contractors (TTI).
• Assist Project Managers (PMs) in reviewing cost positions and back-charging to appropriate cost lines.
• Support PMs in Bank Guarantee preparation and Letter of Credit review.
• Prepare billing drafts for customers with specific invoice formats, ensuring drafts are sent for approval.
• Support PMs in aligning customer communications with the correct templates and following up with internal/external functions for project-related activities.
• Assist PMs 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 and 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, including PPM to understand open commitments and outstanding billing milestones.
• Monitor project progress and update status reports, including project closeouts.
• Organize, govern, and maintain archives and documents, ensuring all project files are accurately stored and updated.
• Organize sub-regional reviews, including punch list item follow-ups and project-specific meetings.
• Maintain weekly reporting on sales, CM, billing, cash, and PDs by sub-region.
• Support the onboarding of new project team members.
• Act as a liaison between auditors and the OTR team/PMs to provide relevant information for audit processes.

Required Qualifications

• Bachelor's degree or equivalent experience in business administration, project management, engineering, or a related field.
• Minimum of 2 years of experience in project administration.
• Proficiency in Microsoft Office Suite and project management software.
• Demonstrated attention to detail and ability to multitask in a fast-paced environment.

Desired Characteristics

• Excellent organizational and time management skills.
• Ability to work collaboratively within a team environment.
• Strong written and verbal communication abilities.
• Preferably good experience in project administration and procurement processes, with familiarity in SAP.
• Demonstrated ability to analyze and resolve problems.
• Ability to document and consolidate information effectively.