Project Team Administrator
Wimbledon £29,000 - £32,000
Permanent full time
Office based
Benefits
- 23 days holiday + 3 at Christmas (not inclusive of bank holidays) (increases with length of service)
- Life Assurance x1 basic salary
- Option to opt into company funded Private Medical Insurance with Vitality Health
- Pension contributions - 5%EE, 3% ER (increases with length of service)
- Access to Beam our benefits platform
- BUPA Employee Assistance Programme and Cash Plan
- Other benefits include: cycle scheme, workplace nursery benefit, season ticket loans, enhanced parental leave, wellbeing and mental health services etc.
Coming form a contruction/property based background, a great opportunity to work for our prestigious client. You will have strong administrative skills and experience which includes typing of minutes, letters & reports, liaison with suppliers, maintaining the document library and some basic accounts. Supporting the Project Management Team.
Responsibilities of the Project team Administrator
- Administration of multiple projects to a very high standard in order to deliver to changing and tight timelines.
- Providing full secretarial support to the Project Management team, SME Team, TSM and Pre
Con team, including production of Operation & Maintenance manuals, general filing, typing
minutes and issuing them out, preparing site files using PRL standard templates on the
system etc.
- Setting up and maintaining output targets for the Project Management support team (i.e.
turn around typing of minutes within 24 hours).
- Accurate typing of minutes, letters, and reports. Close attention to detail, extensive quality controlling of team output - maintenance of quality standards for deliverables of the Project Management team.
- Administration and communication between internal staff on all project related matters, i.e. between Pre-contract teams.
- Liaising with external sub-contractors and suppliers as necessary and any client queries in a professional and polite manner.
- Ensuring that properly structured project files are set up and maintained throughout the progress of projects. This will involve management of and administration of the filing.
- Coordinating site setups. This involves printing paperwork for site files and banners. Arranging site Wi-Fi, printer, inks and any other relevant stationery or equipment required.
- Ensuring reconciliation between site related purchases placed and monthly submission of orders to the Finance department.
- Maintaining a client/sub-contractor/suppliers' library with relevant contract information in outlook.
- Where necessary arranging for couriers, drawings to be folded, copied and other ad hoc administration duties.
- Ensuring that all contract documentation is stored on the IT system in accordance with the Group's storage procedures.
- Management of workloads and delivery of expectations within the Project Management department by forward planning workloads with Project Managers, updating weekly check lists on time and efficiently, flagging up any relevant items that might affect any part of the project.
- Diary management for the Project Managers, including arranging internal wash up meetings, booking travel and keeping the outlook calendars up to date.
- Ensuring the subcontractor insurances are kept up to date.
- Responsible to request monthly statement records from subcontractors and suppliers.
- Scanning invoices and general Accounts filings.
Skills required for the Project Team Administrator
- Must be numerate and computer literate, able to manage high volume of emails in outlook and a capacity to adapt core skills to meet challenging environments.
- Display good team player qualities, with strong communication skills and able to multi-task to a high level under pressure to manage workload.
- Excellent organisational skills
- Keen attention to detail
- Good communicator both written and verbal
- Ability to work within deadlines and, on occasion, manage heavy workloads whilst remaining calm
- Analytical mindset