Project Administrator

Job Description

Are you passionate about providing Project Administration support to a multi-disciplinary service?

Do you want to work for a passionate and dedicated company committed to driving sustainability in everything we do?

If this sounds like you, or you’re curious to learn more, then this role could be the perfect opportunity. Join our Admin Shared Services Team as our new Project Administrator and work with us to close the gap to a sustainable future.

Your new role

The role will be within the new Administration Services Team for the UK. Based with the Project Administration Team, reporting into the Service Centre Manager, you will work across the UK markets to provide document control support services.

Your key responsibilities will be:

• Support Project and Design Managers with project support tasks and processes, providing support to several staff simultaneously across one large or several smaller projects
• Using, and supporting others in the use of, project management tools, systems and processes
• Proactively schedule, coordinate, prepare, and follow-up on meetings and appointments, also circulate actions to project team and monitor progress as appropriate
• Keep project calendar up to date (holidays, extended leave, absence) and prepare and distribute project materials (eg. presentations, progress reports, registers)
• Assist in document control activities on small projects, working with the Document Control team for guidance
• Coordinate and manage briefing and registration process for subcontractors, communicate project requirements and expectations, ensure compliance with company policies, and maintain accurate records of subcontractor information
• Support the formatting and proof-reading of documents for publication
• Depending on project, liaise with and be first point of contact for external stakeholders
• Create and manage project files in respective data management systems, maintain accurate and up-to-date project information and delivery dates, organize and distribute project-related documents, ensure compliance with company policies and procedures
• Handle general internal and external correspondence within the project organization
• Organize and arrange business travel and accommodation for project team members as required
• Support project team with project controlling and invoicing tasks, track project expenses and generate invoices for clients
• Produce project management progress reports for internal and external stakeholders
• Completion of project status and general maintenance of internal project management tools
• Other appropriate duties as agreed with Project Manager

Your new team

As our new Project Administrator, you will be part of the Project Admin Team for the UK. You will report into the Project Admin Team Leader, working together to provide project administration support to a high standard. The Project Support Teams include Project Admin, Document Control and Creative Admin. They work together to create a centre of excellence with consistent and standardised processes, procedures and continuous improvement.

About you

From the moment you start at Ramboll, we will support your personal and professional development so that you can continue to grow with the company. Whilst we look forward to supporting your continued learning and development, for this role we have identified some qualifications, skills, and capabilities that will set you up for success.

These include:

• Experience in a project administration or coordination role
• High level of proficiency in written and spoken English
• High attention to detail with excellent time-management and communication skills
• Proficiency in Microsoft Office Applications (Word, PowerPoint, Excel)
• Diary management experience
• Experience with MS Project or other project management applications
• Successfully completed higher education qualification (minimum HNC/HND level), preferably in business administration and or professional experience in a similar position (desired)
• Customer oriented approach as well as self-reliant, reliable, detail-oriented, structured way of working
• Ability to thrive in a fast-paced, team environment
• Able to effectively prioritize multiple tasks and make independent decisions
• Ability to communicate effectively with all various level of management within the company and with potential clients, suppliers, subcontractors and partners
• High integrity and team spirit, proactively engaging with others and offering support when required

What we can offer you

• Investment in your development
• Leaders you can count on, guided by our Leadership Principles
• Be valued for the unique person you are
• Never be short of inspiration from colleagues, clients, and projects
• The long-term thinking of a foundation-owned company

Work at the heart of sustainable change

Ramboll is a global architecture, engineering, and consultancy company. We believe that the purpose of sustainable change is to create a thriving world for both nature and people. So, that’s where we start – and how we work. At Ramboll, our core strength is our people, and our history is rooted in a clear vision of how a responsible company should act. Being open and curious is a cornerstone of our culture. We embrace an inclusive mindset that looks for fresh, diverse, and innovative perspectives. We respect, embrace, and invite diversity in all forms to actively cultivate an environment where everyone can flourish and realise their full potential.

Ready to join us?

Please submit your application. Be sure to include all relevant documents including your CV, cover letter, etc.

Thank you for taking the time to apply! We look forward to receiving your application.

An equal opportunity employer

Equality, diversity, and inclusion is at the heart of what we do. At Ramboll, we believe that diversity is a strength and that different experiences and perspectives are essential to creating truly sustainable societies. We are committed to providing an inclusive and supportive work environment, where everyone is able to flourish and reach their potential. We invite applications from candidates of all backgrounds and characteristics, in addition to the Protected Characteristics as set out in the Equality Act, (2010). As a Disability Confident Committed employer, Ramboll ensures opportunities are accessible to candidates with disabilities. Please reach out to our recruitment team to discuss any adjustments that you might require during the application process. We also know how important it is to achieve the right balance of where, when, and how much you work. When you join Ramboll, you’ll have the ability to work your hours flexibly through our positive and inclusive approach to work.

Additional Information

All your information will be kept confidential according to EEO guidelines.