Administrator (Project Services)

Overview

Provides administrative support to Project Services and PMO, managing docs, inboxes and reports.

Key Responsibilities

• ifs setup
• report generation
• dashboard maintenance
• data management
• client onboarding
• admin coordination

Tasks

-Requesting expired insurances (Renewals) -Running credit checks -Serve as a central point of contact for all administrative queries and tasks -Setting up clients in IFS – Prospects and Customers -Compile, format, and update reports and documentation using standard office software (Word, Excel, PDF, PowerPoint). -Organize and update the library of PMO materials, records, guidance notes, and processes. -Completing Supplier forms -Provide general support to the team to maintain efficient workflows and operations. -Manage own workload effectively, prioritising tasks to meet deadlines and respond to changing demands -Updating missing project fields -Issue reports to PM’s in preparation for WIP chasing -Help maintain and update project documentation and dashboards. -Support the scheduling of meetings, preparation of agendas, and minute-taking. -Assist in coordinating the administration aspects of PMO and PS activities. -Issuing Customer Account set up forms to clients or PM’s and chasing for the completed forms. -Manage active client records, approvals, supplier positions, client feedback, lessons learned, and project references to support business compliance. -Maintain team performance metrics and dashboards, primarily on the Operations SharePoint site. -Contribute to continuous improvement initiatives to enhance project efficiency and processes. -Oversee and organise inboxes and calendars for PMO and Project Services. -Updating Project Services handbooks, with guidance notes -using standard office software (Word, Excel, PDF, PowerPoint). -Update and maintain project records and system data as required.

Requirements

• board pack
• sharepoint
• inbox management
• power bi

What You Bring

-Board Pack Slide Preparation Support -Familiarity with SharePoint for document management and collaboration. -Inbox Management x 2 -Experience with Power BI for basic data reporting is a plus but not essential.

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Benefits

-Monthly project checks

About Systra

-Provides engineering and consulting services in transport and infrastructure. -Expands expertise across rail, metro, tram, and bus systems with full-service capabilities from design to implementation. -Solves complex transport challenges with innovative solutions, combining technical proficiency with sustainable practices. -Expands reach into energy, water resources, and utilities sectors.

Sector Specialisms