Project Administrator

2 weeks ago


Exeter, United Kingdom Moffatt And Nichol Full time

Moffatt & Nichol specializes in large complex waterfront infrastructure projects and is recognized as one of the worldwide leaders in this field. We are actively looking for a Project Administrator to join our London office. As part of the Administrative Group, the Project Administrator supports project managers in executing operational and administrative tasks. This includes supporting project pursuit, project setup, project execution, and project closure. This is an on-site role primarily based at the Farnham office with visits and work assignments in the London and Exeter offices as business needs require. 

About Moffatt & Nichol: 

Moffatt & Nichol is a leading U.S.-based global infrastructure advisor specialising in the planning and design of facilities that shape and serve our coastlines, harbours, and rivers. Reflecting Moffatt & Nichol’s commitment to design innovation since 1945, Engineering News-Record (ENR) has ranked the company No. 1 in Marine and Port Facilities and among the Top 50 Designers in International Markets.

Moffatt & Nichol's professional staff includes engineers, planners, scientists, and architects who serve our global client base from offices in Europe, the Americas, and the Pacific Rim. The firm provides clients worldwide with customised service and a level of excellence that have become the firm’s hallmark in three primary practise areas—coastal, environmental, and water resources; ports and harbours; and transportation, bridges, and rail. 

Duties and responsibilities:  

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. 

General team support: Document proofreading and editing. Document archiving / document management – Project, and office Organize and support regular technical meetings, assist in note taking when appropriate. Be proactive in supporting Project Manager (PM) and Assistant Project Manager (APM)  Pursuit support: BST10 Smart Client: Setup Opportunity with assistance from PD, PM, Project Financial Analyst (PFA) and/or Project Administrator (PA) Setup Pursuit Number Develop draft teaming agreements as directed by PM for legal review Assist in developing and updating Project Plates for marketing. Assist in retrieving and updating resumes for specific pursuits.  Project Setup support: BST10 Smart Client Setup Project number request in BST with assistance from PD, PM and/or PA Collaborate with PFA to setup budget worksheets Develop resource plans coordinating with PD, PM and/or PA Maintain on-call contract sheets, maintain costing sheets with correct rates for team to use for cost estimates, and to track overall contract budget For each project, setup vendors and subcontractors by organizing, obtaining and submitting the following (Small Projects): For vendors: Obtain fee proposal Assist PM in obtaining new vendors/subcontractor W9s Submit For subcontractors: Obtain certificates of insurance Obtain fee proposal Assist in assembling subcontractor contract and obtain necessary signatures Assist PM in obtaining new vendors/subcontractor W9s Submit  Project execution support: Organize and set up project meetings Maintain electronic files (Q drive folders) Prepare meeting notes and distribute Prepare transmittals. Assist PM in the review of subcontractor invoices, review of the prebills, preparing progress reports, both financially and project related Online delivery of project files via Newforma system Assistance with QMS items: project folder set-up, preparation of Project Plans and Project Quality Plans  Work share and coverage as needed with other project administrator staff. 

Other duties:  

Please note this job posting is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice. 

Qualifications:  

Proven Track Record: Demonstrated success as a Project Coordinator in the engineering sector, with 5 to 8 years of experience.  Higher National Certificate (HNC) or a Higher National Diploma (HND) in a related field  Excellent and proactive communication skills and able to meet deadlines in a dynamic environment with multiple project responsibilities.  The ability to seek work and maintain a chargeability goal above 70%  Self-motivated, highly organized, positive, and takes pride in work and being an integral part of a committed team.  Software Proficiency: Proficient in Microsoft Office Professional, with intermediate skills in Word, Excel, and PowerPoint. Additionally, familiarity with Adobe Acrobat Professional, Bluebeam, Newforma, Microsoft Windows, Explorer, Teams, and Zoom is desired.  ERP Experience: Experience with BST or similar ERP systems is a plus.  Excellent communication skills (verbal, written, and presentation)  Availability and willingness to travel All new hires will be required to successfully complete and pass a pre-employment (post offer) background check in compliance with NIST 800-171 

Working conditions:  

Sedentary for prolonged period of time, interact with clients, and travel occasionally.



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