Project Administrator

6 days ago

Colchester, United Kingdom Focus Integrated Marketing Full time

**Job Title**:
Projects Administrator

**Job Context**:
The role of the Projects Administrator is to the support the Management Accountant and work alongside the Projects Team offering administration support, offsite communication, liaising with contractors and procurement duties to help deliver projects on time and on budget. This is a key role within the business, and it is a crucial link between the on-site team (sub-contractors or Focus Experiential Limited Project/Site Manager) and the internal design, drawing office and accounts team.

**Responsibilities**:

- Undertake any other administrative tasks as specified by the Management Accountant, Projects Team and Directors of the business.
- Undertake procurement for purchasing of items required for projects and keeping track of the delivery dates and making sure the correct process is followed for the use of the company credit cards.
- Raising Purchase Orders on project management software and issuing to contractors, plus making sure any supplier invoices are correct and have been received within a sensible time frame and submitted to the correct PM for sign off within 48 hours.
- Process purchase invoices on project management software.
- Creating invoices to send to clients, ensuring all the details are correct and billing systems are in place if required.
- Chase for copy invoices from suppliers/contractors to help keep the purchase ledger up to date.
- To ensure that all credit cards purchases / receipts are printed off and submitted to the finance team.
- Reconcile credit card statements.
- Ensure accounts are up to date, based on purchases actioned.
- To ensure the furniture and fit-out schedules are kept up to date at all times.
- Provide effective communication mechanisms between the project teams.
- Working with the Construction Manager to manage site setup inventory and equipment to a standard format.
- Working in conjunction with the PMO team, ensuring the project library, filing, recording and reporting systems to ensure all documents/drawings are the latest versions.
- Ensuring all subcontractor forms are issued to all contractors and received signed prior to starting works.
- Researching for new potential suppliers for future projects.
- Ensuring all requirements for any site setups are in place for the PMO to implement on site.
- Ensuring receipt of all returning equipment form sites is managed and recorded.
- Purchasing and updating equipment as required for the company on request.

Person Specification:
**Qualifications**
- Working towards or willing to work towards a Project Management qualification.

**Experience**
- Agency/Client Services experience
- Project planning ability
- Previous experience working in an agency or office set up
- Confident working in fast paced environment

**Knowledge and Skills**
- A high degree of computer literacy including advanced knowledge of the MS Office Suite (preferably Office 365) and a willingness to learn new programs quickly
- Ability to learn internal computer software, and take lead within the team on this
- Confident communicator with contractors and clients
- Excellent organisation skills
- Dealing with multiple sub-contractors/projects at any one time
- High level of competency in purchasing/procurement/reconciling and negotiating rates/prices

**Personal Qualities**
- Ability to work to tight deadlines
- Be able to work under pressure to meet the needs of the client
- An ambitious and driven individual
- A strong team player
- Willingness to learn and take direction
- Ability to work effectively remotely, whether that be onsite, at home or in the office

Further training and qualifications available dependent on requirements and suitability and will be reviewed regularly.

Hybrid working - 2 days in the office a week required after completion of training. Potentially additional days working in the office due to deliveries.

**Job Types**: Full-time, Permanent

**Salary**: £20,000.00-£24,000.00 per year

**Benefits**:

- Additional leave
- Company events
- Company pension
- Cycle to work scheme
- Free parking
- Private dental insurance
- Private medical insurance
- Referral programme
- Sick pay

Schedule:

- Monday to Friday

Supplemental pay types:

- Bonus scheme

Ability to commute/relocate:

- Colchester, CO5 9SE: reliably commute or plan to relocate before starting work (required)

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