Project Services Administrator

The Project Services Administrator will support the Heads of Function in the smooth running of the Project Services organisation, including internal and external communication, enabling the procurement process, management of multiple calendars, administration of meetings, paperwork, and travel arrangements.

This role requires exceptional organisational and administration skills.

• Confidentiality when dealing with sensitive information
• Compliance with health, safety, environment and other statutory requirements relevant to this role
• Ability to work independently and be proactive
• Ability to communicate effectively with various levels of the organisation and externally
• Ability to deal with difficult enquiries

Principal Accountabilities

• To be responsible for diary and itinerary management and preparation of meeting packs
• To liaise closely with counterparts in other locations and command centres to support effective interaction and collaboration
• To be responsible for the management, organisation and filing of electronic and physical documents and records as appropriate
• Support of the purchasing administration process (purchase requisitions and purchase orders) as well as goods receipt and invoice reconciliations across the project services team
• Coordination and tracking of local facilities and office equipment management activities
• Organisation of team events on or off site
• Record and produce minutes for key business meetings as necessary
• Maintain data/records so that information is readily available and easily accessible
• Provide office services such as reprographics, binding etc.
• Arrange meetings and co-ordinate the booking of rooms, arrange travel, accommodation, pool/hire vehicles and hospitality as required
• Maintain confidentiality of all information
• Keep in touch with the team members when they are out of the office and report issues/ take actions for response as appropriate
• Respond to phone/email enquiries to/ from wide range of external parties etc
• Prepare letters, documents, ensure reports are well presented
  
  

Knowledge & Skills

Essential

• Good organisational skills (flexible/organised/methodical)
• Ability to work independently and be proactive
• Excellent communication/interpersonal skills notably with various levels of the organisation and externally
• Solid mathematical/financial understanding
• The ability to work as an integral part of a team contributing to team success, communications and a positive working environment
• Flexible approach with the ability to multi-task and work on own initiative
• Previous team support experience
• Discretion - confidentiality when dealing with sensitive information
• Attention to detail with the ability to effectively manage tasks through to completion
• General administrative/secretarial knowledge producing professional work as well as ability to adapt to new and changing systems (and possibly creating systems)
• Use of Outlook or similar diary/email application; Microsoft Office - Word, Excel, Power Point
• Previous experience in the energy or construction industry desirable
• Previous experience of SAP an advantage

Desirable

• French language skills