Project Administrator

Providing project administrative support during operational processes, handling enquiries, processing documentation typical to project operations. Single point for registration, receipt, distribution and issue of all Project Documentation.

Responsibilities

• Acting as the Assistant Project focal point for all administration matters.
• Placing requisitions on SAP
• Reconcile Delivery Notes with purchase orders
• Single point for all Timesheet, time and attendance related queries
• Regular updating of time and attendance using information from timesheet provided.
• Updating Staff Register, Training Matrix etc.
• Monitoring of Site Stationery.
• Photocopying, scanning, encapsulating documents.
• Monitor Site Holidays/Absence records and liaison with HR department
• Updating & maintaining records of staff holidays, sickness and absence and other project records.
• Maintaining electronic records of all purchases, and maintaining the filing system for requisitions to enable easy location of information where necessary
• Reviewing and numbering with unique document reference and revision Project Documents before submission to Client.
• Uploading / Downloading project documents to client Document Control System.
• Uploading / Downloading documents to Share Point VVB Document Control Management portal.
• Maintaining Document Control register, TQ and RFI register.
• Recording, checking and tracking all incoming and outgoing project documents.
• Ensuring appropriate personnel (including project personnel and subcontractors) are issued with up-to-date documentation.
• Filing and archiving various paper work
• Typing (Letters, memos, e-mails, meeting minutes and reports etc.)
• Providing full secretarial and administrative support to Project Team

Requirements

• Good understanding of administrational processes and best practices
• Advanced Microsoft Office skills, including Word, Excel/spreadsheets, PowerPoint and Outlook.
• Flexible, ‘can do’ attitude in a fast-paced environment.
• Methodical style of working
• Good attention to detail
• Ability to work under pressure whilst maintaining high quality work
• Work within a team to streamline processes and continuity across projects
• Ability to represent the company professionally
• Able to work flexibly to meet project demands