Project Administrator

About The Role Reports To: Project Team Lead

Duties Duties & Responsibilities: Clients

• Meet and greet all visitors attending site for project management meetings.
• Coordinate expeditor visits with the Project Managers and the manage required bookings to facilitate site attendance.
• Liaise with project contacts as and when required, to ensure communication is maintained and stakeholders are kept appropriately informed.
• Attend KOM’s for minute taking and distribution, to assist stakeholders in establishing the common project goals and required progress to be met throughout.

Co-ordination

• Assist in preparing and issuing Bi-weekly/ Monthly progress reports, ensuring all documents are properly filed and accessible.
• Compile project and technical documentation required for the Project Manager or Quality Control team for client submissions.
• Coordinate client and expeditor visit, including FAT calendar management, conference room bookings and visitor lunch orders.
• Assist the Project Managers and Head of Projects with general and ad hoc tasks necessary.
• Assist in expediting of documentation prepared by other departments to ensure submissions are managed and met timeously.
• Identify possible risks which could impact the delivery of the project and escalate these risks with the Project Manager to mitigate delays, where necessary add risks to the risk register ensuring stakeholders and the internal systems are up to date.
• Assist with the coordination of projects to ensure deadlines are adhered to.
• Assist during meetings with clients and expeditors by chasing for documentation approvals and submissions to avoid delays.
• Assist stakeholders with procurement entries to be added to work orders or BOM amendments when necessary.
• Follow up with internal documentation critical to project delivery, ensuring the systems are up to date with submission deadlines, both for the company and clients alike. Advising the Project Manager of possible delays which could impact delivery.
• Assist the Project Managers in developing and maintaining project schedules. Facilitate communication between project team members and stakeholders to ensure smooth project operations.

Systems

• Ensure project information held on the AX and CRM systems are always kept up to date. Where necessary, update information as and when required. Paying close attention to delivery dates of products for each project.

General

• Coordinate project meetings with stakeholders by preparing agendas, taking minutes and distributing them.
• Comple reports as and when required for distribution internally or externally.
• Chase / compile job pack documentation required for production to start.
• Any other general administrative tasks required for the Project Management team.

Benefits:

• Company pension
• Early finish on Friday
• Cycle to work scheme
• On-site parking
• Sick pay
• Tea, coffee, milk and fresh fruit provided
• Hybrid working, 3 days in office/ 2 days at home following completion of probation period

The Employee shall devote their whole time, attention and skill to their duties hereunder and in addition such other duties as may from time to time be reasonably required of them for the proper and efficient running of the Employer’s business.