Project Administrator at Surgo HR & Training

• The Project Administrator must also be confident at generating detailed reports and analysis to assist management in decision-making. Overseeing the handover of projects and tracking their progress is a key responsibility, as is ensuring adherence to established company procedures.
• Organisational skills are key, as the Project Administrator will coordinate project meetings, take minutes, and act as the main point of contact for the project team. Maintaining up-to-date and accurate project documentation and records is also a significant part of the role, highlighting the importance of this position in achieving project success and organisational efficiency.

Responsibilities

• Monitor Presales requests and scheduling / follow up with Delivery and Commercial teams.
• Establish and maintaining report on lead times for project allocation, scoping, and delivery.
• Monitoring of Project and Service (UAT) boards for timely and accurate conversion (hours sold verses Project Budget) and UAT Ticket responses / closure in line with agreed process standards.
• Assist with budget preparation and financial tracking throughout the project lifecycle. Including preparation of inputs and participation in finance review sessions.
• Review and drive operational project reporting process with follow up via the Project and Delivery leads to enable accurate and timely invoicing and reporting.
• Assist in the planning, execution, and closing of projects. This includes scheduling meetings, updating project schedules, and ensuring that transition deadlines are met.
• Assist in resource allocation, ensuring that the project has the necessary resources at the right times.
• Monitor requests for purchasing with our clients purchasing team, ensuring the correct kit list is procured and delivered successfully
• Ensure timely procurement and scheduling of 3rd Party service providers
• Act as a point of contact for project team members, stakeholders, and clients. Effectively consolidate and communicate project status, issues, and risks to all stakeholders.
• Help identify and mitigate project risks.
• Manage requests for purchasing with purchasing team, ensuring the correct kit list is procured and delivered successfully.
• Managing travel, accommodation booking and logistics for the team
• Support continuous improvement of project delivery including post Go Live reviews and lessons learned sessions.
• Keep up to date with current best practice in project management.
• Anything else that management deem relevant to ensure that the customer experience is exceptional.

Qualifications and Experience

Essential:

• At least two years previous experience working in a support, administrative or coordination function
• Excellent written and verbal communication skills
• Proven experience of communicating confidently with internal and external stakeholders
• Excellent organisational skills and confident in recording, tracking and reporting on tasks, progress and challenges
• Able to analyse potential problems and identify routes to resolution
• Actively contribute to and enjoy being part of a team
• Able to manage time effectively and proficient at multitasking
• Pro-active; identifying areas to improve and processes to introduce consistent results
• Proficient in Microsoft applications (including Excel, Word and Outlook)
• Ability to work under pressure, be self-motivated and have the ability adapt quickly

Desirable:

• 3 years' experience in Project Administration
• Prince2 qualified or other project management methodologies experience
• Experience of operating within the software and service industries
• Previous experience of using CRM, ERP and Project Management systems
• Excited by change and ability to excel in a fast-paced environment

Competencies

• Teamwork and Collaboration
• Shares knowledge and works across departments and locations, working co-operatively and supportively with colleagues.
• Results Focused/Problem Solving
• Prioritizes tasks, overcomes obstacles, and accepts ownership of work assigned. Owns actions that deliver results.
• Developing Yourself & Others
• A quick learner who is able to acquire and apply new knowledge and skills whilst learning from experiences and mistakes.