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 57 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 ranked by ENR in the Top 225 International Design Firms; in the Top 20 International PM/CM Firms; and by World Architecture as 50th largest global architecture firm and #1 Firm in the Middle East Region in their WAS 100 Survey.
We invite you to join us!    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.
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.