Project Administrator

About Us

At HDR, we specialise in engineering, architecture, environmental and construction services. While we are most well-known for adding beauty and structure to communities through high-performance buildings and smart infrastructure, we provide much more than that. We create an unshakable foundation for progress because our multidisciplinary teams also include scientists, economists, builders, analysts and artists. That's why we believe diversity is our greatest strength. HDR is proud to be an equal opportunity workplace and an affirmative action employer.

Watch Our Story:' '

We believe that the way we work can add meaning and value to the world. That ideas inspire positive change. That colouring outside the lines can illuminate fresh perspectives. And that small details yield important realizations. Above all, we believe that collaboration is the best way forward.

As a Project Administrator, you will be part of an organisation that is 100-percent employee owned, that supports and creates many opportunities for you to advance, succeed and fulfil your career aspirations.

Primary Objectives

To provide an effective, efficient, and professional support service to the Critical Commissioning Management Team and project staff. Assist the company in the delivery of its key objectives in compliance with the quality management systems.

• Advise senior management team of changing resource requirements by accurately and fully maintaining staff planning tools, currently The Staff Chart (SC).

• Changing requirements include over or under utilisation of individual engineers resulting in a need for recruitment or redeployment.

• To support project teams in the execution of their work though management and delivery of administrative processes.

• Assist the company in the delivery of its key objectives in compliance with the quality management systems.

• To provide an effective, efficient and professional support service to all internal and external customers, whilst maintaining high levels of quality and service.

• Ensuring a smooth and efficient flow of information, manage business correspondence, maintaining confidentiality at all times.

• Supervise other Project Administrators in the Commercial team.

Key Responsibilities

• Add new opportunities to SC using Fee spreadsheet information from bids.

• Liaise with Account Leads and Principal Project Managers on a weekly basis to update individual projects requirements – highlight any resulting issues of utilisation.

• Convert pipeline projects to Firm order and update resource timeline.

• Schedule weekly resource review meetings

• Present Staff Chart highlighting movements and new requirements.

• Record actions from meeting and update chart accordingly

• Train and coach new Project Administrators in use of company systems and processes

• Supervise the PA team in production of monthly client cost reports.

• Liaise with Finance team for monthly billing, project forecast updates and status change.

• Provide staff utilisation reports.

• Assist in preparation of cost reports.

• Ensure that all documentation produced is formatted to the required template.

• Assist with actions from project Meetings, attend and take minutes at other meetings, when required.

• Assist with the management of the travel and accommodation booking process for staff.

• Provide support in the delivery of key objectives in compliance with the quality management systems.

• Assist with the development and implementation of administrative systems where required.

• Responding to customer queries.

• Diary management

• Assist in organisation of events, meetings and hospitality as required.

• Manage internal and external customers and 3rd party suppliers in a professional manner as well as organising meetings with clients and internal staff members.

• Research information as required ahead of meetings.

• Prepare and collate documentation as required.

• Organise and manage the production of agendas, management information and minutes within a timely manner.

• Providing hands on administrative support for team members.

• Ad hoc duties to support the delivery teams as and when required.

Assist and Lead the Project Administrator with the following, undertaking these responsibilities in his/her absence:

• Ensure that all documentation produced is formatted to the required template.

• Assist with initial BID preparation.

• Project set up on SharePoint.

• Update Group Sales report

• Maintain client contacts in EBS CRM

• Assist with actions from monthly Board Meetings

• Answer incoming calls and greeting visitors where required.

• Assist in the structure and updating of both hard and soft copy filing. Ensuring that all documentation is readily available and current.

• Provide support in the delivery of key objectives in compliance with the quality management systems.

• Assist with the development and implementation of administrative systems where required.

• Maintaining computer records

• Responding to customer queries

• Provide support to engineers working on Nucleus platform and where required.

• Assist with Resource Allocation Reviews

• Provide staff utilisation reports.

• Manage QA Gateways on EBS (internal systems)

Role & Performance Competencies C1. Communication & influencing others; is able to communicate effectively, while being open, honest and receptive to direction, support and influence. Is able to persuade others to support a viewpoint and achieve their participation.

C2. Client Focus & Personal Responsibility: Demonstrates an understanding and confidence of client needs and has a high service orientation. Demonstrates a positive attitude and takes ownership and responsibility for work performance.

C3. Team Working: Works with colleagues cooperatively in own department and the wider organisation.

C4. Open to Learning and Development & Gathering Information: Is driven to seek out information and carries out research to the level required to achieve objectives. Is keen and open to innovation and creativity as part of their role.

C5. Dealing with Change: Implements and adapts to new ideas and ways of working at individual, team and organisational level.