Project Administrator

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Job Description

Job Description

We invite you to bring your experience into play as you support both the Project Management Team as a Project Administrator and the Location Support Team as Location Support Coordinator.

To succeed as a Project Support Administrator, you must have proven experience working in a project administration environment and a desire to provide support to a high standard in a fast-paced environment.

As the Location Support Coordinator you will be responsible for creating an inspiring environment within the office where people can relax and deliver exceptional work. This role will deliver location support, facilities tasks, IT Support and HSEQ compliance to ensure the business can successfully deliver to its clients.

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Inviting bright minds

Do you want to push the boundaries of your profession and develop your excellence in an open, collaborative and empowering culture? We work to create a sustainable future and our inspiring projects and innovative solutions aim to set the standard among our peers. You will join a global company that has been growing successfully since its founding in 1945. Together, we lead and leave a positive impact on societies, companies and people around the world.

You will join our Support Shared Service

In this hybrid role, you will be part of the Project Admin Team and Location Support Team for the UK. You will report into Project Administration Team Leader and will be working in Edinburgh to provide administrative support to a high standard.

Project Administrator

The Project Support Teams include Project Admin, Document Control and Creative Admin. They work together to create a centre of excellence with consistent and standardised processes and procedures.

Your key tasks and responsibilities will be:

Support Project and Design Managers with project support tasks and processes, providing support to several staff simultaneously across the team’s many projects
Using, and supporting others in the use of, project management tools, systems and processes
Proactively schedule, coordinate, prepare, and follow-up on meetings and appointments, also circulate actions to project team and monitor progress as appropriate
Keep project calendar up to date (holidays, extended leave, absence) and prepare and distribute project materials (eg. presentations, progress reports, registers)
Assist in document control activities on projects, working with the Document Control team for guidance
Support the formatting and proof-reading of documents for publication
Create and manage project files in respective data management systems, maintain accurate and up-to-date project information and delivery dates, organise and distribute project-related documents, ensure compliance with company policies and procedures
Handle general internal and external correspondence within the project organisation
Organise and arrange business travel and accommodation for project team members as required
Support project team with project controlling, invoicing tasks and tracking project expenses
Assist in the preparation of project management progress reports for internal and external stakeholders
Completion of project status and general maintenance of internal project management tools
Other appropriate duties as agreed with Project Manager

Location Support Coordinator

This role requires you to strike the appropriate balance between client care and office facilitation requirements. It’s a varied and dynamic role which is all about being an organised team player with a sharp attention to detail and problem-solving skills.

Focus on delivering a positive visitor experience, through welcoming clients, visitors, and contractors. Maintain correct visitor sign-in protocols and comply with health and safety and GDPR policies and procedures
Lead by example by promoting and maintaining and high level of professional behaviours
Assist with the smooth running of the office, front of house, desk bookings, car park (where applicable)
Reception duties, including meet and greet, answering incoming calls and scheduling appointments
Coordinate meeting rooms, including facilitating set up of AV, Tele/Video conferencing facilities, refreshments/catering, IT assistance and other general requests
Assist with reporting and logging tickets through the appropriate Support Helpdesk on behalf of clients and visitors. Ensure matters are resolved in a timely manner
Liaise with cleaning operatives and PPM engineers
Dealing with incoming post, couriers, and deliveries
Local low tech IT support – Setting up desks with docking station, ordering assets, laptops as requested
Ideally a First Aider and willing to be a Fire Warden – Training will be provided
Placing orders for PPE, Stationary, Office refreshments, Catering, etc…
Raising PO’s via our internal systems
Updating spreadsheets as required to maintain IT, Admin data
Ad hoc support tasks as required

Your starting point for constant growth

From the moment you join Ramboll, we will support your personal and professional development so that you grow with the company. For this role, we believe your starting point is:

UK resident for 5+ years (for security clearance eligibility)
1-2 years of experience in a project administration or coordination role
Experience with large design projects in an international environment, preferred
Experience of Office Management, reception, administrative tasks
High level of 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 in the setting up and administration of UK ProjectWise and or similar information management systems
Experience with MS Project or other project management applications
Successfully completed higher education qualification (minimum HNC/HND level), preferably in business administration and or professional experience in a similar position (desired)
Customer oriented approach as well as self-reliant, reliable, detail-oriented, structured way of working
Ability to thrive in a fast-paced, team environment
Able to effectively prioritize multiple tasks and make independent decisions
Ability to communicate effectively with all various level of management within the company and with potential clients, suppliers, subcontractors and partners
High integrity and team spirit, proactively engaging with others and offering support when required

Personal qualities that will help you succeed in this role include: An engaging and enthusiastic team player who is a confident communicator with superior stakeholder management skills and has a proven ability to remove blockers.