Project Administrator

2 weeks ago

St Helens UK, Merseyside, United Kingdom Ayesa - UK and Ireland Full time

Company Description

Ayesa is a globally-oriented, forward-thinking company deeply committed to fostering diversity, inclusion, equity, and sustainability. These principles form the bedrock of our dedication to our 11,300 employees and serve as the driving forces behind our spirit of innovation.


With a presence in 23 countries worldwide, Ayesa has earned a prominent international reputation in various engineering fields, including infrastructure, water conveyance and treatment systems, transportation, marine projects, waste management, aeronautics, and defence. Additionally, Ayesa is a well-established technology consultancy, specialising in facilitating the digital transformation of large corporations, particularly in the utilities sector, and providing technological solutions for public institutions.


As a technology and engineering firm, we complement our technological proficiency with the capacity to design physical infrastructures. This includes crafting distinctive buildings that imbue cities with character, designing iconic bridges that seamlessly blend into their surroundings, creating transportation systems such as high-speed roads, intelligent roadways, stations, and airports that serve as the backbone of regions, and engineering remotely controlled networks for energy and water distribution, driving urban and demographic development.


About the Position

We are seeking an effective and diligent Project Administrator to support our Environmental Services team in the delivery of a wide range of waste management, ground investigation and contaminated land remediation projects across the UK.


Based in our St Helens office, you will be working with a team of environmental and engineering specialists, providing day to management support to ensure the efficient running of projects. This is a varied role and you will be working closely with our project team together with relevant support teams across the wider business.


Key Responsibilities


Project Administration

  • Coordinate the setup of new projects on our project management software (PMS), including obtaining project setup data.
  • Manage the creation of new client and supplier profiles within the PMS.
  • Distribute and collect completed supplier questionnaires to ensure compliance.
  • Liaise with suppliers for each project and raise relevant purchase orders.
  • 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 finalising submissions.
  • Maintain both 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.
  • Organise 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.
  • Utilise 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.
  • Assisting 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. Sharp attention to detail, ensuring accuracy and high standards are maintained.
  • Highly adaptable, with the initiative to take on challenges and find solutions . A proactive “can do” attitude, willing to contribute to the team.
  • 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

We offer a competitive salary package along with a comprehensive range of benefits designed to support your professional growth and enhance your overall well-being:

  • 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.


We are an equal opportunity employer and value diversity at our company. We do not discriminate based on race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform crucial job functions, and receive other benefits and privileges of employment. Please contact us to request accommodation.

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