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  • Job reference: RMS0119315

Project Administrator

  • Sector: Commercial
  • Location: London
  • Job type: Contract
  • Date posted: 11/12/2012
  • Time left:
    d h m s
    (18/12/12)
This vacancy has now expired.
The Company:
Our client is a leading global supplier of consultancy, engineering, and project management services in the the world's oil and gas, minerals and metals, clean energy, environmental and infrastructure markets.

The Role:
Purpose / Role
• To read, understand and implement the Company’s Health Safety Environmental and Quality Policy and the arrangements described in the Company Management System documents
• Have awareness of the Health and Safety at Work Regulations which relate to office practices
• Support the Project Management and Project Team with administrative requirements
• Monitor incoming calls and faxes for Project Team and take appropriate action
• General Administration duties (photocopying, filing, scanning etc.)
• Liaise with project personnel to ensure that all project documentation and files are centrally located and accessible
• Archive files and documents as requested
• Rescinded/superseded documents are managed
• Document numbering
• Closeout documents
• Input/maintenance of project share point site as directed

Key aims and objectives
To ensure that the administrative requirements of the project are met effectively.

Prime responsibilities and duties
Proactive diary management for Project Management Team
Create and issue weekly / monthly report
Arrange travel / accommodation
Take minutes at meetings as and when required
Generate Company/Project associated forms (i.e. personnel Requisitions, New start forms, Travel Requisitions, Change Control, Interim Review)
Arrange hardware/software, furniture etc for new starts joining the project
Update contact list, seating plan, Project distribution list with new starts / leavers
Liaise with Office Services for any office moves
Arrange external meetings for project personnel
Arrange Lunches when required
Ensure project holidays are arranged, recorded and subsequent holiday cover is arranged.
Collate expenses for Approval and distribute appropriately
Ensure that stationery levels are kept using the Corporate Materials System
Assist with preparation of project documents,
Maintain accurate filling system for project letters, reports etc
Update SharePoint
Allied occasional duties
Project events/teambuilding, order corporate gifts

Key internal interfaces
HR, Office Services, IT, Admin Function, Company Travel, Project Team, SHEQ

Key external interfaces
Client, event organisers, ATP, stationery suppliers, external caterers.
Core competencies
Good knowledge of Microsoft Word, PowerPoint, Excel, and Outlook.
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