Job Description

You will provide full administrative support to the Project Delivery Teams. Assisting and dealing with a range of complex technical documentation, processes, procedures and the co-ordination of activities (both in the project office and on site) to deliver a successful project. You will potentially work concurrently on a number of projects each with varied/differing elements and regulations and will deal with unexpected/complex documents and events which will need successful resolution to satisfaction of internal and external clients.
What are my responsibilities?

• Provide full general administrative support for specific projects within the portfolio (database management, trackers, dealing with complex technical project related correspondence, taking minutes and complex related engineering reports/texts).
• Work with team colleagues in the project office and at site to provide a seamless service across all projects in portfolio
• Provide support for time recording and any other associated tasks with the system
• Provide support for Agency Timesheets and any other associated task with the process
• Site / Commissioning logistics support [hotels, food, transport, site sign in /out]. Occasional weekend work supporting site activities
• Site / Commissioning support: support management of site documentation, checking/approving all invoices all invoices from commissioning
• Site / Commissioning support; collating fatigue management information and managing approval of exceedances
• Raise requisitions and purchase orders using the company procurement systems – framework orders need monitoring to ensure that costs are within budget; recognize time to increase/decrease amounts
• Assist with the preparation of internal PDRs and client reports
• Edit, collate and issue project progress reports monthly, ensuring contributors meet deadline and the report is issued on schedule
• Compile project contacts lists and maintain accurate records.
• Maintain project files/structure in line with company regulations
• Progress and chase documents/transmittals, etc. to keep project file integrity
• Organize meetings and book rooms/refreshments for Project and client Meetings
• Process all documents for newly set up Projects e.g., delegated authorities, signatories, etc.
• If site-based role, maintain office supplies/consumables/stationery. Liaise with Construction Group
• Some requirements to travel e.g. to visit sites, other UK offices and project teams.

Required Knowledge, Skills, and Abilities

• BTEC/HND/ONC or similar qualification
• At least 3-5 years’ experience of working in an administrative or similar environment
• Computer literate and proficient in Microsoft Word, Excel, PowerPoint and Outlook
• Methodical, well organized and able to communicate at all levels.
• Flexible and adaptable to a range of working methods and processes.
• Must be customer service focused and have experience of dealing with external clients.
• Good team player.
• Self-motivated, pro-active and able to work with minimal supervision.
• Accurate with attention to detail.
• Knowledge of rail industry would be advantageous