Bilfinger is a leading international industrial services provider, driving efficiency and sustainability for the process industry. With 30,000+ employees and over €5 billion in revenue in 2024, we offer solutions in consulting, engineering, manufacturing, maintenance, turnarounds, and digital applications across key sectors like energy, chemicals, pharma, and oil & gas.

At Bilfinger, we offer a work environment where you can learn and grow. Join us and be part of a team shaping the future! 

Project Administrator – Job Description

Position Title

Project Administrator

Department

Projects / Operations

Reports To

Project Manager / Operations Manager

Job Summary

We are seeking a highly organized and detail-oriented Project Administrator to support project execution activities by coordinating documentation, reporting, scheduling, communication, and administrative functions. The ideal candidate will ensure smooth project operations and maintain accurate records while supporting project teams in achieving project objectives within deadlines and company standards.

Key Responsibilities

• Provide administrative support to Project Managers and project teams.
• Maintain project documentation, records, correspondence, and filing systems.
• Coordinate meetings, prepare minutes of meetings, and follow up on action items.
• Track project progress, schedules, manpower records, and documentation status.
• Prepare project reports, timesheets, invoices, purchase requests, and material tracking records.
• Coordinate with internal departments such as HR, Procurement, Finance, and Logistics for project requirements.
• Monitor document control processes and ensure compliance with company procedures.
• Support mobilization, onboarding, travel arrangements, and site access documentation for project personnel.
• Assist in preparing presentations, dashboards, and management reports.
• Ensure proper communication between clients, vendors, subcontractors, and internal stakeholders.
• Maintain confidentiality of project and company information.
• Perform additional administrative duties assigned by management.

Requirements & Qualifications

• Bachelor’s Degree or Diploma in Business Administration, Project Management, Engineering, or related field.
• Minimum 3–5 years of experience in project administration or project coordination roles.
• Experience in Oil & Gas, Engineering, Construction, or Industrial projects preferred.
• Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
• Familiarity with ERP systems, document management systems, or project management tools is an advantage.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Good reporting and documentation management skills.

Preferred Skills

• Knowledge of project lifecycle and project documentation processes.
• Experience handling client and vendor coordination.
• Strong attention to detail and problem-solving skills.
• Ability to work independently and within multicultural teams.

Employment Type

Full-Time

Industry Preference

Engineering / Oil & Gas / Industrial Services / Construction

If you have any questions please contact Gelson Dsouza (gelson.dsouza@bilfinger.com).

Bilfinger is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, disability or other characteristics protected by law.

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