Administrator

Project Administrator

Location: Leatherhead, UK
Contract Duration: 6 Months
Sector: Oil & Gas / Engineering
Project Start Date: ASAP

Role Overview

Reporting to the project leadership team, the Project Administrator provides comprehensive administrative and coordination support to a multi-disciplinary project team. The role is office-based and plays a critical part in ensuring the smooth day-to-day operation of the project by managing logistics, documentation, systems access, travel, and facilities support. This position requires a proactive, highly organised self-starter who is comfortable engaging with both client stakeholders and internal support functions to ensure all administrative and operational needs are met efficiently.

Responsibilities

• Provide full administrative support to the project team, ensuring daily operations run effectively.
• Organise and manage meeting rooms, seating arrangements, furniture, and office logistics as team members join or leave the project.
• Coordinate catering and maintain coffee and food orders for personnel.
• Arrange business travel, accommodation, taxis, and visitor logistics.
• Support personnel and their families with relocation matters including accommodation, schooling, and transportation where required.
• Prepare, number, issue, file, and maintain project correspondence and letters.
• Maintain accurate project registers and logs on SharePoint, including vacation, IT equipment, travel, catering, and document registers.
• Manage SharePoint access and system permissions for new starters and visitors.
• Liaise with IT to resolve conference room issues, ensure photocopiers are operational, and support general IT requirements.
• Prepare meeting rooms and TV monitors for daily toolbox talks and distribute toolbox notes.
• Support document management activities as required by the project team.
• Ensure effective communication and coordination with internal support functions to resolve issues and maintain project continuity.
• Carry out additional administrative responsibilities as required to support the project.

Requirements

• Previous experience in a Project Administrator, Project Coordinator, or Office Administrator role within an engineering or project environment.
• Strong working knowledge of SharePoint, Microsoft Word, Excel, and DocuSign.
• Excellent organisational skills with the ability to manage multiple priorities in a fast-paced environment.
• Strong communication and stakeholder engagement skills.
• Proven ability to work independently as a self-starter and proactively resolve issues.
• Comfortable working full-time on site, 5 days per week.
• Attention to detail and a structured approach to documentation and record keeping.