Project Administration Specialist

Role Purpose

Support the development and implementation of capital project plans. Maintain and monitor project plans, schedules, budgets and expenditures for assigned projects.
To provide project administration assistance to the EMEAA Hotel Procurement Services function.

Key Accountabilities

• Organizing, attending and participating in stakeholder meetings.
• Documenting and following up on important actions and decisions from meetings.
• Preparing necessary presentation materials for meetings.
• Ensuring project deadlines are met and determining required project changes.
• Ensuring projects adhere to frameworks and all documentation is maintained appropriately for each project.
• Assess project risks and issues and provide solutions where applicable.
• Ensure stakeholder views are managed towards the best solution.
• Create a project management calendar for fulfilling each goal and objective.
• Chair and facilitate meetings where appropriate and provide meeting notes to all project team members.
• Create & Maintain OS&E (Operating, Supplies, & Equipment) projects in Smartsheet tool including sales quote templates.
• Maintain Master SKU database ensuring alignment to Brand Standards.
• Create & review summary cost plan with stakeholders to ensure accuracy before presenting to Owners/Owner Reps.
• Work with each 3rd party vendor to:
• Benchmark quotes against historical purchasing and preferred supplier relationships.
• Enter confirmed selections into project specific documents.
• Understand delivery & installation management.
• Work with procurement teams to build OS&E opening kits ensuring to:
• Work with approved suppliers.
• Ensure all items are brand standard compliant.
• Meet the needs of regional regulatory compliance.
• Supplier onboarding management through GEP Source to Contract system.
• Attend project meetings with internal & external stakeholders.
• Ensure project documentation is completed correctly once the project closes which will enable the warranty & asset register to be downloaded and provided to owner.
• Develop exceptional internal & external working relationships with effective communications.
• Ensure projects are kept updated daily and project dashboard is continuously maintained.
• Ad-hoc report creation.

Shared Accountabilities 

• Project Management.

• Reporting Compliance

• Stakeholder Management

• Vendor management

Key Skills & Experiences

Education

Masters/Bachelors degree in business or an equivalent combination of education and work related experience. 

Experience

3-5 years progressive work related experience with demonstrated technical proficiency and understanding in capital projects within the hospitality industry.

Technical Skills and Knowledge

• Ability to work in a fast-paced environment with competing priorities
• Demonstrated project team experience including planning, tracking and assimilation as well as compilation of project data.
• Demonstrated program and/or technical experience in architectural design and construction as well as familiarity with common project tracking systems.
• Demonstrated effective verbal and written communication skills for the purpose of providing information to clients, vendors, senior management and staff.
• Demonstrated financial and business analysis skills, and demonstrated ability to analyse operating, forecast, and budget information.

• Smartsheet experience highly beneficial.

• Intermediate to advanced excel experience including Macro creation.

• Vendor relationship management advantageous

• Good organisational skills.

• Effective communicator

• Experience in managing competing priorities.

• Good analytical skills.

• Good Microsoft Office skills