Project Manager

I. Summary and Role Overview

The Project Administrator/Office Manager is the operational hinge responsible for stabilizing the company's internal structure, financial administration, and document control. This individual is the primary link between the Founder, the Technical Office Engineer (WFH), and the Site Teams.

The core mission is to manage the flow of paperwork and finances to ensure projects are executed smoothly and the company maintains a healthy cash position.

Reports To: Founder/Managing Director

Location: Cairo Office

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II. Core Responsibilities (The Job Description)

This role combines three critical functions, ensuring high efficiency in a lean structure:

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A. Financial and Cash Flow Administration (Highest Priority)

• Accounts Receivable (AR) Management: Own the end-to-end invoicing process. Prepare, submit, and diligently track all client progress payment applications (specifically for B2C & B2B).

• Collections: Implement a rigorous follow-up system for all Accounts Receivable (AR) to minimize payment delays and eliminate cash flow gaps.

• Accounts Payable (AP) & Procurement Support: Issue Purchase Orders (POs) to suppliers/subcontractors based on approvals from the Technical Office. Track all payments due (AP) and manage the weekly payment schedule for the Founder's final sign-off.

• Financial Tracking: Maintain the Master Cash Flow Tracking Sheet (AR/AP) in Excel and organize all financial records for submission to the accountant.

• Petty Cash: Manage, reconcile, and audit the petty cash accounts for the Site Engineers and Foremen.

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B. Project Documentation and Technical Support

• Document Control: Establish and maintain a standardized digital and physical filing system for all project-related documents (contracts, permits, financial records, drawings, and submittals).

• Technical Office Support: Act as the administrative liaison for the WFH Technical Engineer. Manage the printing, scanning, labeling, and formal submission/delivery of all approved technical drawings, specifications, and BOQs (Bills of Quantities) to clients and site teams.

• Submittals & RFIs: Prepare and track non-technical elements of formal submittal packages and RFI (Request for Information) logs.

• Logistics Coordination: Assist site teams with administrative logistics such as tracking material deliveries and managing supplier contact information.

C. Office and Administrative Management

• Communication Hub: Serve as the first point of contact (phone, email) for the company, managing general inquiries and directing specific communication to the appropriate team member (Site or Technical Engineer).

• Administrative Systems: Design and document basic Standard Operating Procedures (SOPs) for routine tasks (e.g., filing, invoicing, procurement flow) to ensure consistency and compliance.

• Office Management: Ensure the office environment is clean, organized, and professionally maintained, ready for client and supplier visits.

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Candidate Requirements (Recruiter Validation Checklist)

Requirement

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Why It's Essential

Experience

3–5 years in an administrative, coordinator, or office manager role within the Construction, Contracting, or Engineering industries.

Ensures familiarity with industry documentation (invoices, submittals, POs) and processes.

Technical Exposure

Demonstrated experience supporting a Technical Office, Site Engineers, or Projects Team (not just sales or HR).

Confirms ability to handle construction paperwork and technical requests.

Financial Focus

Proven experience in invoicing, Accounts Receivable (AR), and tracking payments/AP.

Direct evidence of ability to manage the critical cash flow cycle.

Skill

Validation Check

Why It's Essential

Financial Literacy

Advanced proficiency in MS Excel (must handle formulas, data sorting, and simple financial tracking).

Non-negotiable for managing the AR/AP tracking sheet and cash flow gaps.

Organizational Skills

Documented experience in Document Control and creating/maintaining filing systems.

The core function of restoring order to the company's data.

Communication

Excellent written and verbal communication in both Arabic and English.

Required for professional interaction with B2B clients (e.g., Travco) and international suppliers.

Behavioral Fit

High demonstration of attention to detail, proactive follow-up, and problem-solving capabilities.

Needed to thrive in a small team with minimal direct supervision.