Project Management support Officer

Job description

Responsibilities and functional roles

The PM Support Officer is responsible for the administrative creation of projects upon receipt of customer orders, ensuring that all required project documentation is complete and properly maintained. The role provides administrative support to the PMO team for project-related purchasing activities and manages the invoicing of completed projects in collaboration with Finance.

• Creation of projects, including document management, collection of required input from Pre-Sales and Sales, and coordination with Finance.
• Implementation of guidelines, standard procedures, and templates to ensure consistent information flow from Sales to PMO and from PMO to Sales/SMO.
• Ordering of the required equipment and services for Project Managers.
• Preparation and processing of invoices for completed projects.
• Coordination with the Credit Control department regarding the payment status of customer invoices.
• Administrative support to PMO colleagues during periods of high workload or absence.
• Participation in ad hoc projects and initiatives supporting the Finance and Project Management departments.

Position Context

As part of the PMO team, this role includes a significant amount of project administration and routine operational activities.

We are looking for someone who enjoys working in a structured environment, values accuracy and consistency, and takes pride in delivering high-quality administrative support while continuously striving for administrative and operational excellence. The ideal candidate is comfortable with routine-based tasks, follows established procedures diligently, and contributes to the overall efficiency and reliability of the PMO team.

The PMO team is administratively responsible for monitoring a successful project initiation until an excellent project delivery to services. The team will provide full administrative support to the PMs and their projects, in accordance with the project methodology, templates and compliance to audits (VCA, ISO, Bosec, Incert). This data allows the PM to easily report project status, safety, quality, and customer satisfaction.

The team is also responsible for some full administrative projects and small quotations to direct customers. This includes follow-up of the scope, planning, safety, and quality.

Qualifications

Qualifications

• Professional proficiency in Dutch and French, both written and spoken, knowledge of English is a plus
• Team player
• At least 3 years of administrative experience
• Highly organized and detail-oriented, with a strong focus on accuracy and quality
• The ability to manage multiple priorities effectively
• Strictly adheres to established processes and procedures while ensuring administrative compliance.
• Confident and assertive, able to stand their ground and professionally challenge requests that do not align with agreed processes or project requirements