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Project Administrator

Employer
Carrington West
Location
Edinburgh
Salary
Competitive
Closing date
31 Jul 2024

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In this role, you will be part of the Project Admin Team and Location Support Team for the UK. Reporting to the Project Administration Team Leader, you will provide high-standard administrative support in our client's Edinburgh office. Responsibilities include creating an inspiring office environment, delivering location support, facilities tasks, IT support, and HSEQ compliance to ensure successful business operations.

This is a 3 month initial contract which is likely to be extended. This is a fulltime position offering 37.5 hours per week and will require someone to be based in our clients Edinburgh office fulltime.

Project Administrator Responsibilities

Support Project and Design Managers with project tasks and processes
Utilize and assist others with project management tools, systems, and processes
Schedule, coordinate, and prepare for meetings and appointments, circulate actions to project teams, and monitor progress
Maintain the project calendar and prepare/distribute project materials
Assist in document control activities and support formatting and proof-reading of documents
Manage project files, maintain accurate project information, and ensure compliance with company policies
Handle internal and external correspondence within the project organization
Organize business travel and accommodation for project team members
Support project team with invoicing tasks and tracking project expenses
Prepare project management progress reports for stakeholders
Maintain internal project management tools and complete project status updates
Other duties as agreed with the Project Manager

Location Support Coordinator Responsibilities

Balance client care and office facilitation requirements, promoting a positive visitor experience
Welcome clients, visitors, and contractors, maintaining correct sign-in protocols and complying with health and safety and GDPR policies
Ensure smooth office operations, including front-of-house duties, desk bookings, and car park management
Perform reception duties, coordinate meeting rooms, and facilitate AV, tele/video conferencing, refreshments, and IT assistance
Log and report tickets through the appropriate support helpdesk, ensuring timely resolution
Liaise with cleaning operatives and PPM engineers, manage incoming post, couriers, and deliveries
Provide local low-tech IT support, including desk setups and ordering assets
Serve as a First Aider and Fire Warden (training provided)
Place orders for PPE, stationery, office refreshments, and catering
Raise purchase orders via internal systems and update spreadsheets as required
Provide ad hoc support tasks as needed

The ideal candidate will have:

UK residency for 5+ years (for security clearance eligibility)
1-2 years of experience in project administration or coordination
Experience with large design projects in an international environment (preferred)
Experience in office management, reception, and administrative tasks
Proficiency in written and spoken English
High attention to detail with excellent time-management and communication skills
Proficiency in Microsoft Office applications (Word, PowerPoint, Excel)
Diary management experience
Experience with ProjectWise or similar information management systems
Experience with MS Project or other project management applications
Completed higher education qualification (minimum HNC/HND level) or professional experience in a similar position (desired)
Customer-oriented approach, reliability, and a detail-oriented, structured way of working
Ability to thrive in a fast-paced team environment
Effective prioritization and independent decision-making skills
Strong communication skills with all management levels, potential clients, suppliers, subcontractors, and partners
High integrity and team spirit, proactively engaging with others and offering support when required

FOOTNOTE:

If you feel that you are right for this role technically, but the rate, location or seniority does not suit you specifically then please still feel free to send us your CV. We constantly recruit for roles very similar to this one at all levels UK Wide. We are always keen to chat with you discreetly about your employment situation.

Even if you are happy in your current role for now, we always welcome calls from Highways, Infrastructure & Transportation professionals keen to make their introductions for future months or years. Our specialist team has a combined 100+ years' experience in this market. Please call Evan Brookes at Carrington West on (phone number removed) for more information.

By applying for this position, you are agreeing for Carrington West to hold and process your personal data in accordance to our Data Protection Policy. Your data will be shared with third party clients specifically relevant to any roles you have applied for. If at any stage, you wish to withdraw your consent please contact us.

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