Project Administrator

Job Description

Let’s start with our vision: water, energy and urbanization made sustainable for generations to come.

With more than 14,000 people around the globe GHD is a leading engineering, architecture and environmental consulting firm. With our vision to make water, energy and urbanization sustainable for generations to come, GHD delivers iconic projects that shape our landscapes, support our communities and set the path of our collective future.

Roles & Responsibilities

• Coordination of key tasks, presentation preparation, checking and formulating approval requests concisely, to ensure timely approvals.
• Collaborate with cross- functional teams to gather project related information, update status reports, presentations and adhoc reports.
• Follow up on key tasks and deliverables to ensure timelines are met.
• Devise and maintain office systems, including data management, filing, and support other senior members as requested.
• Maintain confidential document files with due regard to content, taking an understanding of which departments have access to which information.
• Screen incoming calls and correspondence and respond independently, when possible, in accordance with the Project Manager’s instructions.
• Prepare various documents (letters, memos, correspondence, agendas, notes, and minutes of meetings) as requested by the team.
• Manage projects execution documentation, ensuring that all relevant files, records, and reports are well organized and accessible.
• Coordinate with the project managers for the preparation of invoices or prebill for client submission via Oracle and SAP Ariba system.
• Coordinate with the subcontractors for the request for quotation, issuance of contract, reports submissions and registration.
• Responsible for preparation and submission of company prequalification documents and vendor registration to the client system and government agency.
• Support the team in preparation of the proposal requirements for final submission.
• Assistance in preparation of Team capability statements, project experience sheet and personnel CV.
• Experience in navigating authority portals.
• Assisting in Emirate municipality registration and renewals.
• Microsoft formatting
• Any other ad-hoc administrative duties as required (e.g. reception cover).