Project and Ofice Administrator

Position Overview

The Projects / Office Administrator plays a key role in supporting day-to-day project activities and ensuring the smooth running of the office. This role combines administrative coordination, project support, communication, and organisational responsibilities. The ideal candidate is proactive, detail- oriented, and able to manage multiple tasks in a fast-paced environment.

Key Responsibilities Project Administration

• Provide administrative support to project managers and wider project teams.

• Assist with project planning, scheduling, and resource allocation.

• Update project documentation, trackers, and databases.

• Prepare project reports, minutes, and status updates.

• Coordinate project meetings, including booking rooms, preparing agendas, and distributing meeting notes.

• Track project deadlines and follow up on outstanding actions.

• Support procurement activities, including raising purchase orders and managing supplier

information.

Office Administration

• Serve as the first point of contact for general office enquiries.

• Maintain office supplies, equipment, and vendor relationships.

• Oversee office facilities management, including arranging repairs and services when required.

• Coordinate incoming and outgoing mail, deliveries, and courier services.

• Manage company calendars, meeting schedules, and staff travel arrangements.

• Support onboarding of new staff with induction materials and office orientation.

• Ensure office policies, procedures, and health & safety practices are up to date and followed.

Communication & Coordination

• Liaise with internal departments, clients, and external partners.

• Draft professional correspondence, presentations, and documents.

• Ensure clear communication across project teams and administrative functions.

• Handle confidential information with discretion.

Data & Document Management

• Maintain accurate and organised electronic and physical filing systems.

• Ensure compliance with data protection regulations.

• Assist with preparing reports, spreadsheets, and project dashboards.

• Collate information for audits, project reviews, and management reporting.

Key Skills & Competencies Essential

• Strong organisational and multitasking skills.

• Excellent written and verbal communication.

• High level of accuracy and attention to detail.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).

• Ability to work independently and as part of a team.

• Strong time-management and prioritisation abilities.

• Professional, positive, and proactive attitude. Desirable

• Experience using project management software/tools (e.g., MS Project, P6).

• Knowledge of basic project management principles.

• Experience within project-based or fast-paced environments.

• Familiarity with procurement or financial administration (e.g., raising POs, budgeting support).

Qualifications & Experience

• Minimum 2 years' experience in an administrative or project support role.

• GCSEs/A-Levels or equivalent; further administrative or project management qualifications

(e.g., PRINCE2 Foundation) are advantageous.

• Experience in water industry preferred (can be customised).

Personal Attributes

• Reliable, trustworthy, and committed to maintaining confidentiality.

• Team-oriented with strong interpersonal skills.

• Adaptable and able to handle changing priorities.

• Solution-focused and able to show initiative.

• Calm under pressure with a professional demeanour.

Working Conditions

• Full-time, office-based or hybrid depending on company policy.

• May require occasional travel or out-of-hours support during peak project phases.