Project Administrator – Visa Sponsorship Available
Employer: KEO International Consultants
Position:Project Administrator
Location: Porto or Lisbon, Portugal
KEO is a creative enterprise where innovation is a way of life. We provide end-to-end services to take clients from inspiration through conceptualization to realization of planning, design, or project delivery in both built and natural environments. For over 60 years, we’ve led with vision, contributing to many of the world’s most ambitious projects, iconic places, remarkable experiences, and prosperous communities.
As a highly integrated and agile AEP/PMCM firm, KEO is recognized by ENR as one of the Top 225 International Design Firms and one of the Top 20 International PM/CM Firms. We are also ranked by World Architecture as the 57th largest global architecture firm and the #1 Firm in the Middle East Region in their 2023 WA100 Survey.
We are now seeking a talented Project Administrator to join our Infrastructure team. The location is flexible, with opportunities available in either Porto or Lisbon.
Responsibilities:
We envisage success in this role to include:
- Record Keeping and Documentation: Establish and maintain record-keeping and filing systems for the project, including BMS documentation.
- Correspondence Management: Receive, file, download, upload, notify, and record all incoming and outgoing transmittals, information, and correspondence for the projects, including client and authority portals.
- Administrative Support: Provide project administration support including collecting meeting notes, inputting to project trackers, conducting research, updating databases, and preparing presentations.
- Document Production: Type, format, and produce documents such as proposals, presentations, correspondence, and standard project reports.
- Confidentiality and Security: Ensure confidentiality and security of all project-related documentation.
- Meeting Coordination: Coordinate arrangements for internal meetings and incoming visitors.
- Internal Documentation Procedures: Undertake document functions internally in accordance with KEO procedures, such as contract signature procedures, purchase order procedures, invoice reporting procedures, etc.
- Problem Solving: Liaise with the wider business and client administrators to answer inquiries, research and resolve problems requiring knowledge of department policies and procedures.
- Process Improvement: Use initiative to ensure that work processes, procedures, and systems are effective and efficient.
- Scheduling and Coordination: Maintain calendars and contact databases, schedule appointments, complete travel or conference arrangements, and arrange meetings and conferences for the project.
- File Management: Maintain and curate the folders and archives for issued, sent, and transmitted project information, correspondence, and documents.
- Submission Support: Support on submissions by checking off documents against the document register ahead of submission/transmittals and ensuring proper updates and records by the technical team.
- Expense Management: Collect receipts and expenses for Project Reimbursable Expenses.
- Day-to-Day Management: Manage activities within your field of responsibility and resolve day-to-day problems.
Additional Duties: Perform other duties as assigned.
Join Our Team:
Join our team and contribute to providing exceptional service to our valued customers. We are an equal-opportunity employer, celebrating diversity and committed to creating an inclusive environment for all employees.
For more information about our company and other career opportunities, please visit our website
Apply today and be part of a dynamic and innovative team at KEO International Consultants!
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