Project Administrator

Role Description

Monday to Friday, 8:00am – 5:00pm, 40 hours per week

Our client, a dynamic and growing business based in Crayford are looking for a project administrator to join their team. The Project Administrator is responsible for the day-to-day administrative and co-ordination support of installation and modernisation projects from initiation to completion. This role involves managing documentation, scheduling, communication, and assisting project managers to ensure smooth project execution, while maintaining high standards of safety and customer satisfaction.

Key Responsibilities:

Project Administration

• Provide administrative and co-ordination support for installation and refurbishment projects.
• Prepare performance reports including bespoke contract reporting, QA and HS&E objective reporting and maintain supporting filing systems. Report performance at each month end to the Compliance Manager.
• Assist the project team to manage the company’s major modernisation projects to ensure they are delivered on time and to budget. Provide project reporting as required.
• Provide administrative support to the project team: create and maintain any necessary diaries, book hotel, travel and meeting reservations etc.
• Attend and minute internal project management meetings, etc. Attend internal management meetings as required.
• Assist with the day-to-day responsibility for the health, safety and environmental aspects of the project environment, ensuring all local regulations and requirements are adhered to.
• Contribute to any processes for employee consultation and participation.

Financial

• As required, raise purchase orders for project materials and labour, hired equipment (plant, specialist services, test weights, etc.) obtaining competitive supplier prices as required.

Stakeholder Co-Ordination

• Serve as point of contact where necessary for project customers / clients.
• When required, represent the company in liaison or meetings with key stakeholders and interested parties at pre-start, progress and handover meetings etc. and record meeting minutes and / or company actions as requested.
• Respond to client queries and provide timely updates.
• Ensure client satisfaction and manage expectations.

Compliance & Safety

• Understand the application of the company’s integrated management system that controls Occupational Health & Safety and Quality Management (IMS) and its Environmental Management system (EMS) and the impact regards compliance and conformity to auditable accreditations: BS ISO 45001, BS EN ISO 9001 and BS EN ISO 14001.
• Adhere to all company policies and objectives, ensuring all aspects of health, safety and environment are followed.
• Assist with the administration to ensure all on-site incidents, accidents (including those reportable to RIDDOR, Environment Agency, etc.) and near misses are reported and thoroughly investigated to identify root cause. Assist with the implementation of corrective actions as required.

Documentation & Compliance

• Work with the project team to issue, maintain and retain all required documentation, e.g. Project Programmes, Construction Phase Plan O&M manuals, Project folders (for site and office purposes), RAMS (risk assessment method statements), work methods, site reports, supply chain performance, non-conformances, permits, site access requirements, project handovers, etc.

Experience Needed / Requirements:

• Proven administrative experience, preferably in the construction industry.
• Excellent organisational and time-management skills.
• Strong communication and interpersonal abilities.
• Proficiency in project management software and Microsoft Office Suite.
• Knowledge of relevant health and safety regulations.
• Excellent customer care and time management skills.
• Professional telephone manner.
• Ability to work independently and as part of a team.
• Ability to work under pressure with a positive and ‘can do’ attitude.

If this sounds like the role for you, apply now!