Project Administrator

Job Summary

Felosama Integrated Services Ltd. is seeking an organised, detail-oriented, and proactive Project Administrator to join our team in Edinburgh.

As a Project Administrator, you will provide administrative and coordination support across assigned projects, helping Project Managers and project teams maintain schedules, documentation, meetings, reports, action trackers, and other day-to-day project requirements.

You will work closely with Project Managers, Project Coordinators, operations teams, administration, suppliers, and business stakeholders to ensure project information is accurate, organised, accessible, and kept up to date.

This position is suitable for candidates with experience in project administration, project support, business administration, PMO support, operations administration, office coordination, or similar environments. Candidates seeking to develop a longer-term career in project management are also encouraged to apply.

What You'll Do

• Provide day-to-day administrative support across assigned projects and workstreams.
• Assist Project Managers and Project Coordinators with project organisation and documentation.
• Maintain project schedules, milestone trackers, action logs, and task lists.
• Monitor outstanding actions and follow up with relevant team members.
• Organise project meetings, progress reviews, workshops, and stakeholder discussions.
• Prepare meeting agendas, minutes, action points, and follow-up communications.
• Maintain accurate electronic project files, records, and document libraries.
• Support document control and version-management processes.
• Update project plans, trackers, spreadsheets, and reporting information.
• Maintain risk, issue, decision, dependency, and change logs where required.
• Prepare routine project reports, dashboards, presentations, and status updates.
• Coordinate calendars and project-related appointments.
• Support communication between project teams, operations, suppliers, and business stakeholders.
• Assist with project onboarding and administration for new team members.
• Support routine purchasing, purchase-order, invoice, and expense administration where applicable.
• Assist with project budget and expenditure tracking within assigned responsibilities.
• Coordinate routine documentation and information requests with suppliers and contractors.
• Maintain information within approved project-management and collaboration platforms.
• Support project governance and reporting deadlines.
• Help prepare documentation for project reviews, implementation activities, and handovers.
• Monitor administrative deadlines and help ensure required documentation is completed.
• Maintain project templates, procedures, and administrative resources.
• Identify opportunities to improve project-administration processes.
• Provide additional project and operational administrative support where reasonably required.

Requirements

• Previous experience in project administration, project support, business administration, PMO support, operations administration, office coordination, or a related environment is preferred.
• Strong organisational and administrative skills.
• Excellent attention to detail and commitment to accurate documentation.
• Good written and verbal communication abilities.
• Ability to manage multiple administrative tasks and deadlines.
• Strong follow-up and time-management skills.
• Comfortable preparing documents, spreadsheets, reports, presentations, and meeting notes.
• Good working knowledge of Microsoft Office or Microsoft 365.
• Confidence using Microsoft Excel, Word, Outlook, and PowerPoint is advantageous.
• Familiarity with Microsoft Teams, SharePoint, or similar collaboration platforms is helpful.
• Familiarity with project-management software such as Microsoft Project, Monday.com, Asana, Trello, Jira, or Smartsheet is advantageous but not essential.
• General understanding of project schedules, milestones, deliverables, risks, and action tracking is helpful.
• Ability to communicate professionally with colleagues, managers, suppliers, and stakeholders.
• Ability to handle project and business information responsibly and confidentially.
• Comfortable working independently while supporting multiple project stakeholders.
• Willingness to learn project-management processes and new business systems.
• Relevant education, professional training, or equivalent practical experience will be considered.
• PRINCE2 Foundation, APM, Agile, or similar introductory project training is advantageous but not required.
• Applicants who meet most, but not all, requirements are encouraged to apply.

Why Work With Us

• Build practical experience across project administration and project delivery.
• Develop valuable skills in project documentation, scheduling, reporting, and stakeholder coordination.
• Gain exposure to different stages of the project lifecycle.
• Work alongside Project Managers, Project Coordinators, operations teams, and business stakeholders.
• Develop experience using modern project-management and collaboration platforms.
• Strengthen Excel, reporting, documentation, and professional communication capabilities.
• Participate in project implementation and continuous-improvement activities.
• Gain exposure to project governance, risk tracking, budgeting, and supplier coordination.
• Develop transferable experience for progression into Project Coordinator, Senior Project Administrator, Project Support Officer, PMO Coordinator, or Assistant Project Manager roles.
• Access opportunities to develop formal project-management knowledge and skills.
• Work within a professional, collaborative, and inclusive environment.

Pay: £2,250.00-£2,850.00 per month

Benefits:

• Free parking
• Health & wellbeing programme
• Life insurance

Work Location: In person