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Project Administrator

3 months ago

Edinburgh, United Kingdom Carrington West Full time

In this role, you will be part of the Project Admin Team and Location Support Team for the UK. Reporting to the Project Administration Team Leader, you will provide high-standard administrative support in our client's Edinburgh office. Responsibilities include creating an inspiring office environment, delivering location support, facilities tasks, IT support, and HSEQ compliance to ensure successful business operations.
 
This is a 3 month initial contract which is likely to be extended. This is a fulltime position offering 37.5 hours per week and will require someone to be based in our clients Edinburgh office fulltime.
 
Project Administrator Responsibilities
 
·Support Project and Design Managers with project tasks and processes
·Utilize and assist others with project management tools, systems, and processes
·Schedule, coordinate, and prepare for meetings and appointments, circulate actions to project teams, and monitor progress
·Maintain the project calendar and prepare/distribute project materials
·Assist in document control activities and support formatting and proof-reading of documents
·Manage project files, maintain accurate project information, and ensure compliance with company policies
·Handle internal and external correspondence within the project organization
·Organize business travel and accommodation for project team members
·Support project team with invoicing tasks and tracking project expenses
·Prepare project management progress reports for stakeholders
·Maintain internal project management tools and complete project status updates
·Other duties as agreed with the Project Manager
 
Location Support Coordinator Responsibilities
 
·Balance client care and office facilitation requirements, promoting a positive visitor experience
·Welcome clients, visitors, and contractors, maintaining correct sign-in protocols and complying with health and safety and GDPR policies
·Ensure smooth office operations, including front-of-house duties, desk bookings, and car park management
·Perform reception duties, coordinate meeting rooms, and facilitate AV, tele/video conferencing, refreshments, and IT assistance
·Log and report tickets through the appropriate support helpdesk, ensuring timely resolution
·Liaise with cleaning operatives and PPM engineers, manage incoming post, couriers, and deliveries
·Provide local low-tech IT support, including desk setups and ordering assets
·Serve as a First Aider and Fire Warden (training provided)
·Place orders for PPE, stationery, office refreshments, and catering
·Raise purchase orders via internal systems and update spreadsheets as required
·Provide ad hoc support tasks as needed
 
The ideal candidate will have:
 
·UK residency for 5+ years (for security clearance eligibility)
·1-2 years of experience in project administration or coordination
·Experience with large design projects in an international environment (preferred)
·Experience in office management, reception, and administrative tasks
·Proficiency in written and spoken English
·High attention to detail with excellent time-management and communication skills
·Proficiency in Microsoft Office applications (Word, PowerPoint, Excel)
·Diary management experience
·Experience with ProjectWise or similar information management systems
·Experience with MS Project or other project management applications
·Completed higher education qualification (minimum HNC/HND level) or professional experience in a similar position (desired)
·Customer-oriented approach, reliability, and a detail-oriented, structured way of working
·Ability to thrive in a fast-paced team environment
·Effective prioritization and independent decision-making skills
·Strong communication skills with all management levels, potential clients, suppliers, subcontractors, and partners
·High integrity and team spirit, proactively engaging with others and offering support when required
 
FOOTNOTE:
 
If you feel that you are right for this role technically, but the rate, location or seniority does not suit you specifically then please still feel free to send us your CV. We constantly recruit for roles very similar to this one at all levels UK Wide. We are always keen to chat with you discreetly about your employment situation.
 
Even if you are happy in your current role for now, we always welcome calls from Highways, Infrastructure & Transportation professionals keen to make their introductions for future months or years. Our specialist team has a combined 100+ years' experience in this market. Please call Evan Brookes at Carrington West on (phone number removed) for more information.
 
By applying for this position, you are agreeing for Carrington West to hold and process your personal data in accordance to our Data Protection Policy. Your data will be shared with third party clients specifically relevant to any roles you have applied for. If at any stage, you wish to withdraw your consent please contact us