Project Administrator

2 weeks ago

St Helens, St. Helens, United Kingdom Ayesa Full time
Job Title: Project Administrator

We are seeking a highly organized and detail-oriented Project Administrator to join our Environmental Services team in the UK. As a key member of our team, you will provide administrative support to our project managers and engineers, ensuring the smooth delivery of projects across the UK.

Key Responsibilities:
  • Coordinate project setup on our project management software, including obtaining project setup data.
  • Manage client and supplier profiles within the PMS, ensuring accurate and up-to-date information.
  • Distribute and collect completed supplier questionnaires, ensuring compliance with company protocols.
  • Liaise with suppliers for each project, raising relevant purchase orders and tracking work in progress.
  • Support the Technical Director and Project Managers with monthly billing and tracking work in progress.
  • Assist in preparing tender documents by gathering key information, collaborating with our internal tender team, and finalizing submissions.
  • Maintain electronic and physical filing systems in accordance with company protocols.
  • Ensure all tasks adhere to the company's quality management systems.
  • Collaborate closely with other departments to ensure smooth project administration.
Admin Support to Field Engineers:
  • Act as the primary point of contact for onsite engineers, addressing inquiries and providing timely assistance.
  • Coordinate and schedule engineers for upcoming projects, working closely with staffing agencies to ensure the right team is in place.
  • Maintain regular communication with field engineers, tracking their daily locations and activities.
  • Receive and process weekly timesheets from onsite engineers onto the system.
  • Organize courier collections and deliveries to the labs for site test samples.
  • Collate details of the samples, create and send testing schedules to the labs.
  • Review test results upon their return, passing relevant data to the project manager for further action.
  • Utilize online portals to book and check lab testing as required.
  • Verify invoices from labs against purchase orders and lab schedules to ensure accuracy.
  • Collate field test data and ensure engineer's daily records are completed correctly each week.
Support to Project Managers:
  • Help create polished, professional reports, documents, and presentations with attention to detail and formatting.
  • Upload and manage reports and Quality Plans using the company's 4Projects software, ensuring information is organized and accessible.
  • Assist in the preparation of Construction Quality Assurance Method Statements.
  • Prepare essential documentation and ensure site engineers are equipped with the necessary tools and materials for projects.
  • Provide backup support by handling incoming calls on the main line, ensuring efficient communication.
  • Offer flexible, ad-hoc support to meet the evolving needs of the team and contribute to the smooth running of projects.
Key Skills:
  • Strong communication skills, excellent organizational skills, with the ability to manage multiple tasks and priorities efficiently.
  • Highly adaptable, with the initiative to take on challenges and find solutions.
  • Experience of working in the civil engineering, construction or consulting sectors would be an advantage but enthusiasm and a willingness to learn are equally valued.
Benefits Package:
  • Competitive Salary: We offer a competitive salary package to attract and retain top talent in the industry.
  • Hybrid Working: Enjoy the flexibility of working from home for 2-3 days a week, allowing you to achieve a better work-life balance.
  • Flexible Work Arrangement: Our core working hours are Monday to Thursday from 10am to 4pm, and Friday from 10am to 3pm, providing flexibility to accommodate personal and professional commitments.
  • Pension Match: We offer a pension match scheme to help you secure your financial future.
  • Income Protection: Receive support in safeguarding your income in the event of illness or injury.
  • Life Assurance: Gain peace of mind with life assurance coverage.
  • Training and Development Programme: Access a range of training and development opportunities to enhance your skills and advance your career.
  • Employee Assistance Programme: Benefit from confidential support services to address personal or professional challenges.
  • Sports and Social: Engage in our vibrant sports and social activities to foster a sense of community and well-being among our team members.
  • Increased Annual Leave: Enjoy increased annual leave entitlements based on years of service, rewarding your dedication and commitment.
  • Recognition Awards: Receive recognition for your contributions through our awards program, celebrating achievements and excellence.
  • Annual Salary Reviews: We conduct annual salary reviews to ensure your compensation remains competitive and reflective of your performance and contribution.

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