3 months ago
Project Administrator; Based in Portsmouth; 12-month contract.
We are looking to recruit a project administrator to be based at our clients site based in Portsmouth
The purpose of the role is to provide full administrative support to the Project Manager and Project Team to ensure the smooth running and maintenance of the project office. This position functionally reports to the Head of Project Administration.
Provide comprehensive support to a Telecomms Project Manager and Project team, including: diary management, co-ordination of regular transnational project meetings, action control and closure
Develop and maintain project directory, including company team, Customer team and Supplier teams
Proactively maintain project environment and implement improvements to support project team.
Participate in compilation of technical documents - good proficiency in Microsoft office tools incl. WORD, EXCEL, POWERPOINT, VISIO and OUTLOOK. Assist Engineers with technical administration (including manipulating complex documents and changing layout of pdf files)
Create and maintain an effective electronic filing system using Company Data Management tools
Circulate in a timely manner minutes of meetings, ensure action item database is kept up to date, prepare documents for filing & distribution in electronic format using PDM tool (Windchill)
Follow Customer requirements for electronic delivery of documents
Organise on-site and international meetings and visits in support of Project (advance submission of visitor forms to site security, greeting visitors, arranging rooms & refreshments, ensuring availability of equipment, liaising with meeting host and venue staff to ensure meetings run smoothly)
Handle telephone calls and other queries from internal & external colleagues and from Customers
Organise high levels of overseas business travel (flights, accommodation and car hire) and process expenses for Project Manager and team in accordance with travel and expenses policy
Preparation of presentation material (including handout copies when necessary)
Working in co-operation with colleagues in Telecomms Payload Admin team to ensure smooth operational support to all Telecomms projects, during holidays, illness and other workload peaks/troughs.
Use of own initiative in handling complex work, often under time pressures
Extremely flexible, able to work protracted hours if necessary, at short notice or during high project activity (e.g. Design Reviews, Customer Meetings)
Previous project administration experience
Process oriented, adaptable to changing environment.
Ability to work in a transnational project environment supporting and interfacing with a project team spread across several sites.
Competence in dealing with Customers and Senior management to cope with changing priorities and demanding workload/tight deadlines
Ability to plan workload and time efficiently and keep up to date
Ability to multi-task and not sacrifice standards of work
Proactive approach, able to anticipate and prepare forthcoming tasks
Positive can-do approach
Morson is acting as an employment business in relation to this vacancy
Administration; filing; e-filing; GDPR; secretarial; data entry; data input; Excel; Word; Outlook; Access; MS Office; booking system; business support; database management; diary management; minute taking; document control