Project Administrator

Purpose of the job

Work directly with project manager, account manager, project buyers and other team members as appropriate, to complete project tasks and project documentation on time. Follow company policies and procedures to ensure accurate and timely completion. 

Be the expert on internal system processes and requirements, ensure all material is completed correctly and on time. Takes the initiative to anticipate, act and execute project details in support of the larger effort.  Advise team members on what is needed so you the administrator can complete all your project tasks. Make sure team documentation is complete and on-time, this includes motivating and pressuring team colleagues. Complete and maintain all project documentation correctly, including up-issue orders due to internal decisions, project trackers, assembly guides etc.

Key Responsibilities

• Create, update and maintain spreadsheets, unfunded report and internal system documentation
• Book Couriers – DHL, TNT, others (including packing boxes)
• Create delivery notes, commercial invoices and carton labels. Create barcode labels using barcode software as instructed
• Maintain relevant FSC folders and Log
• Raising and revising order’s using our OMS system (The Hub)
• Coordinate services as directed by Team Buyer and Project Manager, including details of store installations, logistics and distribution partners, or others. May include speaking with installers, store staff, or other third parties participating in our projects
• Maintain team minutes
• Create server project folders, ensure accurate archiving
• Attend weekly team meetings, maintain activity logs
• Understand all aspects of client on-line systems, support team by serving as expert system user
• Adjust and report stock levels for projects (if required)
• Order confirmations
• Delivery notes
• Commercial Invoices
• Job Close Request, Job Cost Transfer, Billing, Purchase Orders
• Managing internal logs

Knowledge, Skills + Experience

• IT packages – Microsoft office / Outlook / Teams
• Accuracy and attention to detail on all documents and required material
• Takes initiative to anticipate and complete tasks ahead of being asked. Does not require extensive detailed direction setting
• On-time and complete daily work
• Able to multi-task, work across many different teams and project details simultaneously.