Project Support Officer

Project Support Officer

Salary - £25,500 - £35,000

Locations: London or Suffolk, 2 days a week minimum in the office either way

Full time

About the role

The project is delivered through an organisation that comprises multi-disciplinary teams. The Project Support Officer will have a diverse role within it supporting delivery of work during all project phases within tasks areas that might include:

• Coordination and recording meetings with key project stakeholders (internal & external).
• Supporting, coordination and attending Multi-Disciplinary Team and Joint Management Team meetings.
• Organisation and coordination of Technical Engineering, Cost, Contractor and Scheduling meetings on behalf of the Programme Manager.
• Production/assisting production of Project documentation required to successfully deliver the Project scope.
• Developing and implementing management systems, as required, supporting delivery and quality as specified by the Project Controls Department.
• Facilitate internal communications within the Project Delivery Team and the wider Project teams.
• Assist the Project Manager delivering the List of Deliverables (LOD).

Role Responsibilities

• Provide a professional, accurate and reliable PA and administration support service along with admin assistance to the extended business unit as required.
• To work with/manage team assistants to ensure a professional and efficient admin support team for the Civil Works departments
• Diary and itinerary management, preparation of weekly meeting packs
• Updating and ensuring all contact lists are current
• Document management/organisation and filing
• Record and produce minutes for key business meetings
• Effectively use appropriate IT systems to facilitate the preparation of reports, statistics, presentations and other information for the portfolio.
• Maintain data/records so that information is readily available and easily accessible
• Provide office services such as reprographics, binding etc
• Arrange meetings and co-ordinate the booking of rooms, arrange travel, accommodation, pool/hire vehicles and hospitality as required
• Administer the ordering and payment of goods and services utilising the recognised IT system
• Liaise with Finance to ensure invoices paid etc and maintain (local) cost record
• Maintain confidentiality of all information
• Keep in touch with the team members when they are out of the office and report issues/ take actions for response
• Respond to phone/email enquiries to/ from wide range of external parties etc
• Prepare letters, documents, ensure reports are well presented
• Keep up to date training/induction logs on all team members and liaise with HR
• Managing the on boarding process for new starters into the team - ordering equipment and obtaining system access as required

Qualifications & Experience

Essential

• Previous PA/team support experience
• General administrative/secretarial knowledge producing professional work as well as ability to adapt to new and changing systems (and possibly creating systems)
• Use of Outlook or similar diary/email application; Microsoft Office - Word, Excel, Power Point

Desirable

• Working knowledge of SAP and ability to raise requisitions
• Previous experience in the energy industry