Project Administration Officer
Sani/Ikos Group
Remoto
Property.
Location - Workplace type
Algarve - Portugal
Employment type
Indefinite
Who do you want to become?
Are you our Future Leader? Are you ready to realize your potential? Are you searching for a real purpose, not “just another job”?
At the Sani/Ikos Group we take hospitality very seriously. As we expand with new Resort openings almost annually, our core purpose remains the same; encouraging guests to experience the Μagic of togetherness as the World’s Leading Family & Beach ResortTM.
Whether you’re looking for a strong career path in the hospitality industry, to learn new skills that will set you apart from the competition or to develop meaningful relationships and grow personally and professionally, our safe, strong, and sustainable environment might just be the perfect place for you.
Your main purpose
Supporting compliance with SIG processes, procedures, policies, and standards relating to information management, records retention, and project administration. Applying and supporting the Property Department’s Information Management and Document Control framework, including procedures, templates, registers, and naming/metadata standards, as directed by the Project Administration Manager.
Acting as a day-to-day point of contact for project administration and document control. Executing document control processes end-to-end (receipt, registration, review/approval routing, issue/transmittal, revision control, distribution, and archiving) for assigned projects across the CAPEX portfolio.
Ensuring accurate and complete records are maintained to support audits and assurance activities, supporting responses to information requests when required, supporting implementation of the Property Department’s Information Management standards and governance across assigned projects, contributing to continuous improvement of project administration processes, acting as a day-to-day point of contact for project administration and document control for assigned projects, and supporting alignment between Delivery, Product & Design, Finance, Legal, Operations, and external parties on information requirements, deliverable expectations, and handover documentation by maintaining trackers, chasing actions, and keeping records current.
Maintaining key project administration registers (document register, transmittals, RFI log, submittals, approvals, variations/change logs as applicable) and following up on outstanding actions to support timely close-out. Coordinating information flows between internal stakeholders and external parties (consultants/contractors), ensuring required deliverables are submitted, routed for review, and recorded in accordance with contract and governance requirements.
Producing and maintaining project administration reporting (e.g., document status, overdue reviews) and highlighting risks/issues to the Project Administration Manager and relevant stakeholders, supporting consistency between project-level, regional, and portfolio-level information structures, records, and outputs by applying agreed standards and templates, and providing day-to-day project administration and document control support, including meeting key deadlines and contributing to governance coordination activities as directed by the Project Administration Manager.
Key support in assuring portfolio-level consistency and governance across projects. Supporting administration of the document management system(s) and project collaboration platforms, maintaining appropriate access controls (as authorized), folder structures, metadata quality, and user support.
What will you bring?
Degree in Business Administration, Information Management, or related discipline (or equivalent experience), with minimum 3-5 years’ experience in project administration, information management, and/or document control.
Proven experience implementing and operating document control processes across multiple projects, including contractor/consultant interface, and experience supporting multiple projects with structured document control practices, including consultant/contractor interface and governance deliverables.
Strong working knowledge of document management systems and collaboration platforms (e.g., SharePoint or equivalent), with an understanding of access control and information security principles.
Strong knowledge of information management and document control best practice, including revision control, transmittals, audit trails, and retention requirements.
Advanced proficiency in document management and reporting tools (e.g., SharePoint and MS Office), with the ability to produce clear dashboards and compliance reporting.
High attention to detail, strong communication skills, and the ability to influence compliance across multiple stakeholders, fluent English required; Greek and/or Spanish preferred.
What we offer
Team
Becoming a member of an organization that cares about its people, the environment, and the local communities.
Grow
Have room to grow and develop via numerous opportunities for learning, professional development, and career advancement.
Care
Competitive remuneration package
Private health insurance
Flexible working model