Project Administrator

2 days ago

King's Cross, United Kingdom Universal Music Group Full time

**Job title**:Project Administrator

**Responsible to**:Director of Property Services

**Department**:Property Services

**Location of work**:4 Pancras Square, Kings Cross

**Music is Universal**

**The A Side: A Day in The Life**

The Property Services department looks after all building and facilities services of 4 Pancras Square, the home of Universal Music. Our mission is to deliver a dynamic and innovative service that goes above and beyond to meet their needs.

We are currently redesigning three office floors to adapt to new ways of working and future proof the space. The Project Administrator will be an integral part of this exciting mission.

We deliver a 5-star hotel service to staff and visitors alike, thinking in proactive and creative ways to drive value and service within a fun and creative environment.

The Project Administrator will be directly responsible for the coordination of a wide range of activities including simple tasks and more technical assignments.

Some of the Project Administrator duties include:

- Manage schedules
- Communicate with contractors, sub-contractors, UM departments such as finance, procurement, legal, health & safety, technologies etc.
- Prepare, manage, and share action plans
- Analyse risks and opportunities, gathering necessary resources

You will work with a large team including inhouse colleagues and service providers; good communication and collaboration skills are essential.

The Project Administrator will need to quickly learn and build a strong understanding of all services provided at 4PS: Maintenance & Engineering, Cleaning, Security, Welcome Desk, Switchboard, Postroom, Helpdesk, Audio Visual and Project Management.

Due to the size of the project and strategic importance, the Project Administrator will be expected to work from the office 5 days per week.

Responsibilities includes but are not limited to:

- Schedule and help set up meetings, record decisions (minute taking), assign actions, tasks, and next steps
- Assist with planning
- Keep the project calendar up to date. Follow up on actions and update the relevant trackers and programmes
- Track milestones and deadlines, communicating on key dates to ensure the project stays on track
- Work closely with the procurement and finance departments to keep track of budgets and project expenditures, following the right approval process
- Conduct risk analyses and offer suggestions to improve efficiencies
- Prepare, provide, and present documentation to internal teams and key stakeholders such as project updates and presentations (including PowerPoint)
- Order resources
- Retrieve necessary information working closely with the Property Services team to understand historical events and decisions to facilitate the works of the project Managers and contractors
- Track expenses and predict future costs
- Monitor project progress and address potential issues
- Coordinate quality controls to ensure deliverables meet requirements
- Measure and report on project performance
- Act as a point of contact for all participants

Sustainability:
Sustainability is at the heart of what we do, and the Property Services Team is committed to reducing our carbon footprint and always looking at ways to reduce our impact on the planet. The Property Services Manager will be leading the way by questioning status quo and finding innovating answer to improve our systems while ensuring the best option for the business.

4 Ps for 4PS:
**People** - Get to know our people. They’re the soul of the business

**Professionalism** - Know the business, act with integrity and be respectful to everyone

**Presentation** - Be the face of the business: friendly, helpful and welcoming

**Passion** - Bring enthusiasm, energy and, most of all, a sense of fun

**The B Side: Skills & Experience**

**Be knowledgeable**
- The individual will have previous experience of similar construction, redesign projects as project administrator, coordinator, or similar role
- Previous experience in management of multi-million pound projects
- Excellent problem-solving skills

**Be Organised**
- Experienced user of flowcharts, technical documentation, and schedules
- Understanding of performance measurement systems
- Solid organisation and time-management skills
- Lead from the front by being punctual and working to the highest standards

**Be Collaborative**
- Proven experience of being part of a large project team
- Connect with numerous departments and create your own network and master internal systems and processes
- Enables a culture of open, informed decision making
- Communicate and influence effectively at all levels

**Person specification**
- Ability to work effectively both independently and as part of a team
- Strong diplomacy and influencing skills with good written and verbal communication and presentation skills
- Proactively promotes and drives change
- Achieves results through clear leadership and team working

**Bonus Tracks: Your Benefits**
- G

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