Project Administration Officer

GSC Role

Purpose of Role The primary objective of the role is to support the effective and efficient operation of the project initiation, project billing and administration functions within the Clade Project Management Office (PMO).

This role will be responsible for the timely and accurate set-up of projects, timesheet reviews and project related system administration for all project services delivered by Clade Solutions. Responsibilities will include reviewing all project contracts and files have been provided by sales, contracts and billing methods are well-defined, new projects are included in the backlog for assignment. The Project Administrator will also be responsible for providing the PMO with visibility of project finances by adding the invoice statements to each project record.

The role requires a dynamic individual who is self-motivated, disciplined, ethical and results oriented. The Projects Administrator will work autonomously with a high level of attention to detail and demonstrate initiative together with solid communication and interpersonal skills.

This permanent full-time role is responsible for supporting the effective and efficient project operations of the Clade PMO Team.

Key Activities Whilst your day-to-day activities will vary to meet your Role’s Mission, KPIs and the operational requirements of the job, we envisage the following key activities being required to achieve success in the position;
Project Set-Up
- Review all Contract Documents and billing methods are well-defined - signed SOW, Sales Estimation sheet, ensure all contracts are correct & systems are updated with accurate information
- CRM Project Administration: Project - create a project for new SOWs and populate the core Project information
- Add Project to the resource planning backlog
- Assist with system integration mapping for project reporting

End of Month/Timesheet Review
- End of Month - Update the Project Finance Tab in PM Tools for all projects to provide Clade Project Managers (PMs) with visibility of project finances and invoicing
- Review Project Time vs Invoices - Raise time/invoicing discrepancies with PMs/Account Managers
- Review All timesheet entries to identify time logged to closed projects - Send a list to the PMO Team and Practice Leads to manage
- Re-open timesheets for users that need to make timesheet adjustments that have been approved by Practice Lead

Project/PMO Admin:

- Review the project time logged on Projects that are not assigned to PMs - Raise time/invoicing discrepancies with Practice Leads/Account Managers
- Manage the PMO Inbox - action project set-up for won opportunities
- Manage the PMO Inbox - add approved leave to resource planner
- Manage the PMO Inbox - raise project specific queries with the corresponding project manager
- Other ad hoc duties as required
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Key Competencies AND EXPERIENCE Essential
- This role requires the follow Competencies and Experience;
- Minimum 2 years previous project administration or coordination experience
- Good verbal and written communication skills
- Good organisational and time management skills
- High level of accuracy and attention to detail
- Basic Microsoft Dynamics CRM Usage experience

Behavioural Competencies
- Communicates effectively in listening, speaking and writing
- Good customer service approach
- Displays initiative, identifies and evaluates issues; makes decisions in a proactive manner
- Sets objectives and priorities, and utilises / integrates resources to achieve results
- Directs and utilises personal energies as appropriate to the task or situation
- Creative in finding solutions to problems and uses initiative