Project Administrator

Overview:

KEO is a creative enterprise, where innovation is a way of life. We are uniquely resourced with end-to-end services to take clients from inspiration – through conceptualization – to realization of planning, design or project delivery in the 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 invite you to join us. Why?

When you join KEO, you’ll discover more than just a job – you’ll find a supportive environment that fosters your professional development through internal global mobility and career development and does so within a culture that supports company-wide health and well-being through on-demand counselling services and regular workplace clinics. You will be invited to celebrate community events such as sports days, fun-runs, in-house sports teams and beach clean ups. In addition to your competitive package and benefits you will have access to a suite of policies that include hybrid working arrangements, individual athletic sponsorship, study assistance sponsorship, employee referral rewards, mentoring and coaching programs and extensive in-house on demand learning courses.

We are now seeking a talented Project administrator to join our Infrastructure team. The location is flexible, either Porto or Lisbon. The purpose of this position is to provide administrative support to a project and/or manager. Responsibilities: We envisage success in this role to include:

• Establishes and maintains record keeping and filing systems for the project, including BMS documentation.
• Receives, files, downloads and uploads, notifies and records all incoming and outcoming transmittals, information and correspondence for the projects, including to Client and Authority portals.
• Supports project administration including collection of meeting notes into minutes, inputs to project trackers, conducting research, updating databases, and preparing presentations.
• Types, formats, and produces documents such as proposals, presentations, correspondence, and standard project reports.
• Files and retrieves project documents, records and reports. Ensures confidentiality and security of all project-related documentation.
• Coordinates arrangements for internal meetings and incoming visitors (if applicable).
• Undertakes document functions internally in accordance with KEO procedures, such as contract signature procedures, purchase order procedures, invoice reporting procedures, and such.
• Liaises with the wider business and client administrators to answers inquiries, researching and resolving problems requiring knowledge of department policies and procedures.
• Uses initiative to ensure that work processes, procedures and systems are effective and efficient.
• May maintain calendars and contact database, schedules appointments, completes travel or conference arrangements and may arrange meetings and conferences for the project.
• Maintaining & curating the folders and archives for issued, sent, transmitted project information, correspondence and documents.
• Support on submissions checking off documents against the documents register ahead of submission / transmittals, and returning the documents until properly updated and recorded by the technical team.
• Collecting of receipts and expenses for Project Reimbursable Expenses.
• Manages activities within own field of responsibility.
• Resolves day-to-day problems.
• Performs other duties as assigned.

Qualifications: To be successful in this dynamic opportunity, we envision that you will have excellent written and verbal communication skills both in English and Portuguese. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers. Ability to effectively present information. High level of skill in formatting correspondence, presentations and reports
Furthermore, you should demonstrate:

• Ability to calculate simple figures.
• Understanding of the Invoicing and Cash Collection processes.
• Intermediate skills with Microsoft Office Suite.
• Advanced skills in Microsoft Word and Excel are desirable.
• Technical knowledge of the Document Control Systems such as ACONEX and associated processes is an advantage.
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  KEO’s performance is founded upon integrity, results, innovation, safety and our people. We embrace diversity and recognise its’ contribution to client success wherever we work.
  We are excited to hear how you can partner with our award-winning team and treat all expressions of interest confidentially.