Project Administrator - #1759253

Do you want to be at the heart of complex, safety-critical projects where precision, organisation and reliability matter? Are you experienced and ready to support and manage complex project documentation, stakeholder communication across long-term & multi-disciplinary projects? Do you thrive in structured, high-stake environments where every document, deadline, and decision counts and your expertise directly supports innovation, safety and national infrastructure? If so, this role could be a great fit. So please get in touch! The Opportunity The Project Administrator will organise and co-ordinate administration duties and office procedures to ensure the project runs smoothly. The varied role will be supporting the project management team to successfully deliver the project. Always representing the project in a professional and competent manner, developing strong working relationships with colleagues and clients. Liaising with clients and colleagues to effectively complete all requirements. Your duties and responsibilities will be:

• The Project Administrator will organise and co-ordinate administration duties and office procedures to ensure the project runs smoothly. The varied role will be supporting the project management team to successfully deliver the project. Always representing the project in a professional and competent manner, developing strong working relationships with colleagues and clients. Liaising with clients and colleagues to effectively complete all requirements.
• Schedule meetings and appointments as required by the Management team and support as necessary.
• Compilation of reports and document formatting (e.g., Board packs, meeting packs).
• Minute taking and updating Action Tracker – attend and ensure accurate records of the meeting are saved, collating and distributing agendas, minutes, meeting papers, action trackers and other relevant documentation as required.
• Organise Travel as required.
• Maintain office space - book desks, alert relevant HSE manager of any issues identified.
• Provide General Support to visitors - organise passes, meet and greet, access and catering requirements. Provide consistently high-quality customer service through all forms of communication, including phone, email, letter and face-to-face.
• Address employee queries and resolve - travel arrangements, hardware, stationery.
• Assist in the onboarding process for new starters – assist with arranging, developing and maintaining induction processes and training programmes, organise computers and email address.
• Work with other administrative colleagues across the teams to ensure a consistent and efficient approach and good communications on administrative matters. Create and maintain databases, records and templates. Accurate data entry.
• Ensure all mailing lists are kept up-to-date and accurate, liaising with team and others as required.
• Events organisation – Conferences, project events, parties and dinners. Liaise with and support the event lead/host and colleagues to coordinate the resources required to run a successful and fully accessible engagement event with partners and stakeholders.
• Timesheet Control – ensure team have filled in timesheets in a timely manner.
• Diary and email management support (Josephine Carr). Identify any conflicting diary engagements notifying Josephine immediately to prioritise and support to re-schedule where appropriate. Scan emails for priority and time sensitive responses e.g., Media requests and alert Josephine.
• Maintain team project diary (annual leave etc.).

You will have the following qualifications & experience:

• Able to prioritise and work on your own initiative – able to manage time effectively.
• Able to multi-task and not wilt under pressure – strong organisational and planning skills in a fast-paced environment.
• Hard working and collaborative with an agile, can-do attitude.
• Able to navigate issues and maintain a good balance.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Patience and discretion to deal with all aspects of the role.
• Flexible in working hours to fit with project needs.
• Microsoft Word, Excel, PowerPoint, Adobe Acrobat, DocuSign.

Millbank Holdings Ltd is an equal opportunities employer and respects diversity. We welcome applications from all suitably qualified persons who are eligible to live and work in the UK. Millbank is proud to be a member of the ‘Disability Confident Scheme’. Millbank operates as an Employment Agency and Business.Millbank Holdings Ltd is an equal opportunities employer and respects diversity. We welcome applications from all suitably qualified persons who are eligible to live and work in the UK.Millbank is proud to be a member of the ‘Disability Confident Scheme’. Millbank operates as an Employment Agency and Business.