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Project Administrator

Job Profile

The Mott MacDonald Group is a dynamic and innovative management, engineering and development consultancy working on landmark projects worldwide. Wholly independent and employee owned, we have over 16,000 staff worldwide working in all sectors including transport, energy, buildings, water and the environment, health and education, industry and communications.

Job Description

This role will provide project administration assistance to Project Managers and Engineers;
and assist with the administration requirements of the project office. The Project Administrator will assist the Integrate Managerment Systems (IMS) Manager and various project managers to implement the requirements of the IMS system.

Key duties will include:

Project Administration
• Prepare necessary paperwork or e-forms for project set up and ongoing project management including Quality, Environmental and Safety
• Assisting with word processing duties for project submissions, reports, correspondence and presentations
• Quality control of timesheet management for all staff/contractors on the project and liaising with project management to ensure that timesheets are accurate and addressing any issues as they arise

Assisting with financial management (in Project Management Database) and preparation of invoices for a variety of projects
• Assist with internal CV administration

General
• Ensuring
office supplies are maintained
• Ad hoc administration
• Maintaining appropriate levels of Personal Protective Equipment (PPE)
• Other duties as directed by the Project Manager
• Undertaking advanced word processing duties for project submissions, reports, correspondence and presentations.
• Maintain office filing systems
• Administer Inward/Outward communications

Finance
• Assist with the monthly project invoices, accounts payable process, assistance with debt collection and project timesheet administration

Human Resources
• Assist with inductions, maintenance of the Mandatory Training schedule for project staff,
and booking of external training courses

Marketing
• Assist with the development of Capability Statements, Project Highlight sheets etc, and updating databases including Client Relationship Management database

Candidate Specification

The successful candidate will have:
• Experience in general administration as well as Project financial management and Project administration including systems and process management
• Experience in using Microsoft Office Skills – Word, Excel, Powerpoint, Outlook.
• Proven experience in working to tight deadlines

Personal Attributes
• Technically minded and able to understand procedures, requirements and rules.
• Confidentiality and discretion with sensitive information
• Mature and professional approach to corporate work environment
• Ability to prioritise and organise tasks under pressure
• Demonstrate high level of initiative
• Ability to work with minimal direction
• Customer service orientation
• Team player and willingness to provide assistance


** Please note that this role is not accepting unsolicited resumes from recruitment agencies **

** Applications are sought from direct applicants only **
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