Project Administrator

We are recruiting for a Project Administrator to be based at our clients site in Portsmouth. The business line is Defence and Space.

Overview of the role:

The Project Administrator will be tasked to co-ordinate the delivery of specific Payload Project activities.

These activities will be centred around the Payload business area and at times; co-ordination and support will be sought from colleagues and Project Managers, for consistency and best practice. A core responsibility of the TP Administrator is to provide the highest level of service by collaboratively working with the Project Team and its tools to support specific goals relating to contractual obligations to the Project and Customer

Responsibilities:

• Document Processing
• Reviewing and processing minutes in WindChill
• Document change management
• Formal Distribution/Storage - Via WindChill and then SharePoint/Airbox
• Informal Distribution/Storage - Via File Transfer Protocols
• Downloading and Uploading data to/from the Customers/Suppliers using FileZilla and or File Transfer Protocol Server
• Creation of all internal Data packs o Structured Data-packs - Mainly for the bigger events such as Critical Design Review, Preliminary Design Review etc.
• Flat-packs - This is just a collation of documents to the customer
• Action Control, Tracking and Chasing outstanding actions - for older projects not on DIV Jira o Uploading actions to Jira o Adding actions to the tracker
• Jira Support o Upload Actions into Jira o Save a Filter of the Uploaded Actions, Save as Project Name
• Establish if Dashboards exist for the Review
• Add Gadget, Issue statistics, Pie Chart
• Find the Saved Filter and Add to Gadget
• Training (Internal & External) given at Project Set up (if required)
• Exporting Reports o Creating reports & dashboards
• Chasing outstanding documentation if required
• Assist engineers with technical administration (including manipulating complex documents and changing layout of pdf files)
• Printing presentation material (if and when required)
• Provide Access permissions and management for Project Shared Drives Meeting Co-ordination
• Visitor Requests/Escorting when necessary/Catering Requests/UK visits to site
• IM Support o Liaison in regards to Meeting rooms requirements for particular meetings
• Calling notices - as required
• Major Review Co-Ordination - ie, Preliminary Design Review, Critical Design Review, Quality Programme Management etc
• External Meeting Co-ordination - as required
• Organise on-site and international meetings and visits in support of Project
• (Advance submission of visitor forms to site security, greeting visitors, arranging rooms & refreshments, ensuring availability of equipment, liaising with meeting host and venue staff to ensure meetings run smoothly) Travel and Expenses

Experience

• A confident and articulate communicator, able to positively co-ordinate effectively at all levels, particularly with Department Heads, Business Teams and Project Managers
• Be fluent and competent in tools, such as WindChill, Jira, Airbox and SharePoint, showing confidence in data entry, navigation and transmission of information
• Ability to work effectively within a multinational and diverse working environment, both as part of a team and independently.
• Good IT, inter-personal and communication skills essential and the ability to engage with internal points of contact as well as our customers to obtain detailed information.

This is an umbrella contract, the role is Inside IR35