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