We are a multinational leader in providing state-of-the-art software-based Signaling, communication and control systems that enable the operation of trains in mainline and mass transit systems across the world.

The Project Administrator will provide full administrative support to the Project Manager and Engineering Teams. Assisting and dealing with a range of complex technical documentation, processes, procedures and the co-ordination of activities to deliver a successful project. The Project Administrator will 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 (document control, database management, trackers, dealing with complex technical project related correspondence, taking minutes and complex related engineering reports/texts).
• Dealing with non-standard complex documents
• Ensuring quick resolution of ad hoc issues for both internal and external customers.
• Compile project contacts lists and maintain accurate records.
• Maintain project files/structure in line with company regulations
• Assist with the preparation of internal PDRs and client reports
• Use mandatory external systems in relation to issue/booking of documents e.g. BC/BAM/Project Wise
• Progress and chase documents/transmittals, etc. to keep project file integrity
• Edit, collate and issue project progress reports monthly, ensuring contributors meet deadline and the report is issued on schedule.
• 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.
• Work with team colleagues 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
• Raise requisitions and purchase orders using the company procurement systems
• Raise Resource Requests for Project working and commissioning’s
• If site based role, maintain office supplies/consumables/stationery.
• Undertake any other associated duties with this role as directed by senior management.

What do I need to qualify for this job?

Essential

• Must be able to drive and own a car. Site visits are required.
• The successful candidate must be flexible and willing to visit attend multiple sites on occasions
• At least 3-5 years’ experience of working in an administrative or similar environment
• Computer literate and proficient in Microsoft Word, Excel, 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.

Desirable

• Knowledge of rail industry would be advantageous