Project Admin Coordinator

Overview

We are seeking a meticulous Project Admin Coordinator to manage employee time records, facilitate billing processes, and support project administration at Al Shuwayer Group of Companies located in Dammam, Saudi Arabia. This role demands accuracy, organizational capability, and coordination across multiple departments to maintain effective project and payroll records.

Key Responsibilities

• Track daily attendance, working hours, overtime, leave, and project assignments of employees.
• Gather, verify, and consolidate timesheets from various projects and sites, following up on any missing or incomplete entries with supervisors.
• Ensure proper allocation of working hours and authorized overtime to respective projects, work orders, or activities.
• Generate periodic reports on attendance, overtime, and manpower; submit approved records to Corporate HR/Payroll within deadlines.
• Compile and organize billing and invoice support documents like timesheets, progress records, delivery proofs, service reports, and client approvals.
• Maintain and update a project billing tracker, monitoring completed work, documentation status, approvals, invoices, and follow-ups.
• Prepare comprehensive invoice support packages and verify document accuracy before handing over to Corporate Finance or invoicing departments.
• Coordinate the collection of SES, signed timesheets, client endorsements, and other required documents for project invoicing completion.
• Reconcile billing data with project progress and documentation, escalating discrepancies to Project Managers for resolution.
• Keep well-organized electronic and physical records of timesheets, attendance, billing documents, SES records, invoices, and related correspondence.
• Produce weekly and monthly project administration reports; assist management in reviews, audits, reconciliations, and document requests.

Required Competencies

• Strong attention to detail and accuracy.
• Excellent planning, organizational skills, and persistence in follow-ups.
• Proficient numerical and data accuracy skills.
• Effective document and record management.
• Good communication abilities and cross-functional coordination.
• High integrity, confidentiality, and accountability standards.
• Capability to work under strict payroll, billing, and reporting timelines.

Professional Skills and Experience

• Proficiency in Microsoft Excel for data aggregation, applying formulas and lookups, filtering, and preparing manpower/billing reports.
• Competence in Microsoft Word and Outlook for reporting, correspondence, email follow-up, and document organization.
• Good written and spoken English communication skills; familiarity with ERP/business systems is expected, preferably Microsoft Dynamics.
• 3 to 5 years of overall professional experience.
• Minimum 1 year experience specifically in timekeeping, billing/invoicing, project administration, payroll support, or related coordination roles.
• Previous work in industrial, fabrication, maintenance, or project-driven environments is advantageous.

Educational Qualifications

• Diploma in Accounting, Business Administration, Finance, Office Administration, or related fields.
• Equivalent diploma combined with relevant practical experience in project administration, billing, or timekeeping may be considered.