Job Title: Project Administrator
Location: Maple Cross
Department: Project Director
Reporting to: Project Director / Human Resources Director
Purpose of the job
The Project Administrator provides a direct support for the Project Director and the wider Senior Leadership Team. They will support in diary and meeting management, senior level administration and liaising with staff across the whole project, the client and the JV Partners. They will be an integral part of the administration support across the project with any other administrative tasks as necessary.
Responsibilities
- Calendar management for the Project Director, organising, moving and managing bookings on their behalf
- Coordinating with JV Partner Board Member Assistants to ensure meetings and events are attended by Senior Project representatives.
- Liaising with the HR Team to ensure accommodation or travel booking is completed correctly for the Project Director and Senior managers
- Liaising with the HR Team to ensure accommodation or travel booking is completed correctly for the Bouygues new starters
- Preparing the board and the IPT Board reports, which includes chasing the leadership team for their sections, editing the formatting, saving a copy on the shared drive and issuing the electronic copy
- Printing and binding the final board report ahead of the meeting
- Scheduling and booking room for the Board meeting, as well as arranging the catering
- Liaising with the assistants of the Board Members to confirm attendance to the meeting
- Working with other administrators and the Office Manager ensuring the meeting room booking system remains operational, ensuring stationary levels are maintained
- Coordinating Senior visits to ensure that all requirements are met, such as PPE ordering, catering and that the site teams are aware and supporting the visit
- Assist the HR Team in administration such as letters, overtime processing, filing and the organisation chart
- To work with HR Director and the Office Manager in ensuring distribution of workload
- To work with Office Manager and Facilities to get issues across the office resolved quickly
- To fulfil Health & Safety responsibilities by adhering to the Company"s Health & Safety Policy and Management Plans.
- To comply with all Company"s Policies and Procedures.
- To undertake other such reasonable duties appropriate to the role.
Skills & Experience
- Previous stakeholder management experience with being able to communicate clearly at all levels
- Able to manage and handle confidential documents and information sensitively and professionally
- Being responsible for the quality of your own work and holding it to a high standard
- Demonstrates a willingness to learn and continuous improvement
- Always looking for ways to improve processes
- Understands key prioritiesand managing a changing workload
- Results orientated.
- Has demonstrable experience of working collaboratively within a team to achieve deadlines
- Willingness to pick up work outside of scope of role to support the wider project
- Good level of written and spoken English
- Microsoft office suite. Excellent Excel Skills
- Relevant Safety Knowledge and Experience