Project Coordinator
1 month ago
We are seeking a highly organized and detail-oriented Project Administrator to join our Project Admin Team for the UK. As a key member of the team, you will provide project administration support to a multi-disciplinary service, ensuring seamless project delivery and exceptional customer experience.
Key Responsibilities- Support Project and Design Managers with project support tasks and processes, providing assistance to several staff members simultaneously across one large or several smaller projects.
- Utilize and support others in the use of project management tools, systems, and processes.
- Proactively schedule, coordinate, prepare, and follow-up on meetings and appointments, also circulate actions to project teams and monitor progress as necessary.
- Keep project calendars up to date (holidays, extended leave, absence) and prepare and distribute project materials (e.g., presentations, progress reports, registers).
- Assist in document control activities on small projects, working with the Document Control team for guidance.
- Coordinate and manage briefing and registration processes for subcontractors, communicate project requirements and expectations, ensure compliance with company policies, and maintain accurate records of subcontractor information.
- Support the formatting and proof-reading of documents for publication.
- Liaise with and be the first point of contact for external stakeholders, as required.
- Create and manage project files in respective data management systems, maintain accurate and up-to-date project information and delivery dates, organize and distribute project-related documents, ensure compliance with company policies and procedures.
- Handle general internal and external correspondence within the project organization.
- Organize and arrange business travel and accommodation for project team members as needed.
- Support project teams with project controlling and invoicing tasks, track project expenses, and generate invoices for clients.
- Produce project management progress reports for internal and external stakeholders.
- Complete project status and maintain internal project management tools.
- Perform other duties as agreed with the Project Manager.
We are looking for an individual with experience in project administration or coordination, a high level of proficiency in written and spoken English, and excellent time-management and communication skills. Proficiency in Microsoft Office Applications (Word, PowerPoint, Excel) and diary management experience are also essential. Experience with MS Project or other project management applications is desirable.
We value a customer-oriented approach, self-reliance, reliability, attention to detail, and a structured way of working. The ability to thrive in a fast-paced team environment, effectively prioritize multiple tasks, and make independent decisions is also crucial. Strong communication skills, with the ability to engage with various levels of management, clients, suppliers, subcontractors, and partners, are essential.
What We Offer- Investment in your development and growth within the company.
- Leaders who embody our Leadership Principles and guide you in your career.
- A culture that values and respects individuality, diversity, and inclusion.
- A dynamic and inclusive work environment that fosters collaboration and innovation.
- The opportunity to work on diverse and challenging projects that contribute to sustainable societies.
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