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Project Support Officer

1 month ago

Mumbai, India Illumine Knowledge Resources Full time

**About Illumine**:
Illumine is a small (35-40 employees) but prestigious consulting organization in Mumbai. We work with leading organizations like SBI, Tata Steel, Aditya Birla Capital and with Government institutions like Indian Railways, India Post, Delhi Police, etc. We also work with State Universities like Gujarat technological University, Biju Patnaik University, and others.

**The Role -**

As a **Projects Support Officer,** you will be the single point of contact for internal project teams and external contractual employees (spread across India) for any scheduling, traveling, lodging and boarding, contracting, invoicing & payments related to the projects.

**Your responsibilities will include**:
1. **Organize and Manage Travel. **This will include
- inter & intra city travel-related bookings including air/ road travel bookings, lodging and food as per schedules & requirements of each team & travel itinerary.
- Initiating and maintaining relationships with hotels, cab services, travel agents, etc. and negotiating good deals to ensure cost efficiencies.

2. **Contracting and Documentation. **Manage end-to-end administrative engagement for all contractual partners like trainers, researchers, etc. This includes
- Ensuring that all NDAs and Contracts of partners are up-to-date, signed and kept in records.
- Ensuring all records of each partner is systematically organized and maintained properly, so that it is easily retrievable by anybody in the team

3. **Invoicing & Payments management. **This involves
- Processing of monthly invoices of all contractual partners for each project
- Working closely with Accounts team and respective Project Managers for cost management and approval of payments.
- Verifying expense claims, bills, vouchers, and arranging for reimbursements.
- Following-up and ensuring all payments are done in time for maintaining long-term relationship with partners.

4. **Liaising and Coordination with client teams. **Workclosely with Admin of client teams to coordinate and ensure project payments are smooth and seamless.

5. **Dynamic office support for employees on field. **Often people on the field will turn to you for support. It is critical that you
- are available at all timesfor any emergencies/ troubleshooting, changes in plans, etc.
- stay connected with everyone and do whatever is necessary or may be required for them.

**You are likely to succeed in this role if you have -**
- 5-6 years’ experience of administrative coordination of large projects or in consulting firms having multiple clients.
- Strong knowledge of English - verbal and written
- Meticulous and systematic in documentation and verification
- Dynamic & responsive in nature i.e. you are quick to act, open to last-minute changes, feedback & improvements, ready to solve problems & overcome any obstacles that might come up
- Should be proficient in Microsoft Word and Excel and open to using/ learning how to use collaborative Cloud software.

**Salary**: ₹40,000.00 - ₹50,000.00 per month

**Benefits**:

- Paid sick time

Schedule:

- Day shift
- Fixed shift

COVID-19 considerations:
When there is an outbreak, all employees wear mask. Frequent sanitization is expected.

Application Question(s):

- What is your notice period? When can you join, from the date of confirmation?
- Current location? (If in Mumbai, please mention area/ locality)
- What is your current CTC / last drawn?
- How many years of travel booking/ travel management experience do you have?
- You will have to work dynamically and collaborate with Project Managers, multiple team members and Accounts team. All answers and instructions will not be given to you. Are you comfortable working in such a role? Explain why in brief.

**Experience**:

- Administration: 5 years (preferred)

Work Location: In person