Project Management Assistant

Responsibilities:

Project Management · Support the Project Manager and Project Owners in project scoping, planning, and maturation. · Prepare documentation required for project approval and prioritization (e.g., business cases, templates, governance materials). · Update and maintain project budgets, resource allocations, and cost tracking. · Monitor project progress and performance using the project management tool (PF365). · Prepare structured project updates and reporting materials for Project Managers, Project Owners, and Steering Committees (SteerCos). · Conduct project analysis and provide insights to support project decision-making. · Maintain accurate records of project decisions, approvals, risk logs, and documentation. · Monitor potential project risks and support the Project Manager in developing risk mitigation strategies. · Facilitate communication across internal stakeholders (Operations, Procurement, Sales, Finance, Legal) and external partners to ensure alignment, transparency, and timely updates.

Project Coordination & Support · Assist the Project Manager in project planning, scheduling, and milestone tracking. · Coordinate cross-functional activities to ensure project deliverables are completed on time and within budget. · Maintain comprehensive project documentation, including timelines, deliverables, and meeting minutes. · Support collaboration across teams to streamline project workflows and execution. · Identify and recommend automation opportunities, process improvements, or system enhancements to improve project delivery efficiency.

Project Management Framework & Governance · Support the development, implementation, and continuous improvement of the WSS Project Management Framework and templates. · Act as super user for the project management system (PF365), including onboarding and training new users. · Maintain and update the WSS PMO overview to ensure visibility of active initiatives and portfolio status.

Administrative Tasks (10–20% of capacity) · Manage project-related communications, including meeting coordination and stakeholder correspondence. · Organize and maintain structured project files and documentation repositories. · Support and maintain the ERP/RFC process for minor improvements. · Maintain the WSS project funnel and ensure accurate tracking within the project management system (PF365). · Draft and document approved Standard Operating Procedures (SOPs) in the document management system following approval by the process owner. · Support process mapping and documentation initiatives. Sales operations support (orders, pricing, claims). · Supply chain / logistics (delivery planning, transport docs). · Procurement & PO lifecycle. · Inventory & stock control. · Finance / accounting operations. · ERP data corrections & reconciliation.

Requirements:

Graduate of any (4) four-year course, preferably in Business Administration, Project Management, Supply Chain Management, or a related field.

Project Management Professional (PMP) or equivalent certification is considered an advantage but is not required.

Minimum 2 years of experience in project coordination, project management support, or administrative roles.

Experience supporting project delivery activities such as progress tracking, reporting, documentation, and stakeholder coordination.

Exposure to process improvement initiatives or workflow optimization is an advantage.

Experience working with project management tools or systems is preferred.

Background in ship supply, logistics, shared services, or operational environments is considered a plus.

Strong command of Microsoft Office applications (Excel, PowerPoint, Word, Outlook).

Knowledge of supply chain or project management systems is an advantage.