Overview
Location: Madrid, Spain
Department: Operations
The position’s primary purpose is to coordinate and complete the various administrative aspects of a project from start to finish. This entails ensuring that all administrative tasks associated with the projects’ success are completed in accordance with or improving the schedule and budget of each specific project. He/she works together with the Project Managers and Project Technical Leaders with an active role in the contacts with customers and suppliers. He/she ensures the final preparation of the project applicable engineering and purchasing documents and coordinates the sending of both to client and suppliers, while monitoring the distribution and control of documentation internally.
Main duties
Project Coordination
- Support the Company’s Operations in achieving improved performance of the department
- according to the Schedule and Budget targets.
- Review and implementation of client deliverables requirement
- Document list issuance
- Document template preparation
- Ensure that all members of the project team are aware, at all time, of the contractual
- deadlines and milestones for documentation, project budget to have a successful execution.
- Remind and expedite as needed.
- Organize the administrative start-up of new projects (using internal defined tools)
- Communicate daily with the internal departments in order to address project related issues.
- Expedite the updates/revision of the engineering documentation and timely sending to
- client and suppliers
- Ensure the final preparation, sending and tracking of technical documents to the client; according to the contractual agreements.
- Expediting and Tracking of client’s comments on the sent technical documents.
- Assist Project Managers / Project Technical Leaders with RFQ and P.O. activities.
- Ensure the final preparation, sending and history tracking of Purchase Orders (and their applicable documents) to the various suppliers.
- At the final stage of the project create the Operating and Maintenance Manual: contact
- suppliers, retrieve the applicable supplier documentation and combine it together with the
- engineering documents
- At time, coordinate and undertake document translation as required by the project(s)
- Organization of project related travels. Communicate with the dedicated travel agency for flight and hotel arrangements as well as follow-up of VISA requests.
Project Reporting
- Routine reporting on Project deliverables status
- Participation to Project review meetings
Project Tools
- Effectively use and, at times, suggest development in company tools:
- Prime (engineering schedule)
- Consilio (project technical figures)
- Vault (documentation)
Required Profile
- Ideally HND or equivalent qualification in engineering or administration
- 2-3-year experience in Administration preferably in a Project Department
- Fluent in English
- Proficient in Microsoft Office applications, with demonstrated competence in Excel
- Strong Organisation skills, able to prioritize
- Accurate and an eye for detail
- Effective communicator
- Willingness to learn and work within new software environments
Benefits
Our offer
You will work in a mid-sized dynamic and agile international enterprise with highly talented colleagues.