Project Administrator at Fives

Primary Purpose

• To provide both operational coordination and administrative support to ensure the successful planning, execution, and close-out of manufacturing projects on-site at the aluminium smelter. The role supports project managers, engineers, and site teams by ensuring effective communication, resource tracking, documentation, and project reporting.

Accountabilities

• Assist in planning and scheduling project activities across various workstreams.
• Monitor project progress, ensuring milestones and deliverables are met on time and within budget.
• Coordinate internal teams, subcontractors, and suppliers to ensure seamless execution.
• Track material deliveries and manage site logistics in alignment with the project schedule.
• Support HSE compliance by ensuring documentation and site access is in place.
• Attend meetings, take minutes to ensure action items are captured and followed up.
• Maintain accurate project documentation, including scope changes, schedules, purchase orders, and correspondence.
• Prepare and distribute reports (daily/weekly/monthly) for internal use and client submission.
• Capture and update data in project management systems and trackers.
• Support invoicing processes by tracking completed work and collecting relevant documentation.

Problem Solving

• Strong organizational and multitasking skills
• Excellent communication and interpersonal skills.
• Proficient in project management software and tools (e.g., MS Project, Primavera, etc.).
• Knowledge of construction processes, standards, and best practices.
• Ability to read and interpret construction plans and specifications.
• Strong problem-solving skills and attention to detail.

Key Relationships           

• Build and maintain professional relationships with sub-contractors, internal project team and other departments of the company to ensure the success of the project.
• Develop and strengthen relationship with customers and particularly with end-users.

Internal / External Impacts

• Knowledge of the Process is required to operate, monitor and maintain direct area of accountability and complete necessary work as per the accountabilities mentioned above.
• Understand how changes to process conditions affect the area process outputs and how this impacts on other areas of the site from a compliance perspective.
• Liaise with external auditors on completion of yearend audit
• Provide financial support to the project teams, finance teams and business development teams, acting as the central point between the Finance function and other departments

Education & Qualifications

• National Diploma or equivalent qualification in Project Management, Engineering, or related field.

Relevant Experience

• 3+ years’ experience in a project coordination/administration role, preferably in an industrial or manufacturing environment.
• Previous experience on heavy industrial sites (e.g., smelters, refineries, or similar) is an advantage.
• Strong MS Office skills (Excel, Word, Outlook) and project tracking tools (e.g., MS Project, Primavera, or similar).
• Knowledge of procurement and invoicing processes.
• Excellent communication, organisational, and problem-solving skills.
• Ability to work in high-pressure environments and adapt to shifting project demands.