The Project Administrator will play a key role in ensuring the efficient operation and management of the project office. You will support the Project Manager in implementing PMO (Project Management Office) procedures throughout the project lifecycle and assist in monitoring project performance. The role encompasses a wide range of responsibilities, including clerical, administrative, and project-related tasks, such as scheduling meetings, managing billing and procurement, preparing reports, maintaining documentation, and supporting audits and project tracking. This position may also handle sensitive information, requiring a high degree of diplomacy, discretion, and confidentiality.
Responsibilities:
Payment and Financial Support
- Manage end-to-end financial tracking and payment processing.
- Generate monthly progress and financial tracking reports.
Delivery Operations
- Verify operational data to prepare and deliver monthly SLA reports.
- Compile and prepare monthly service performance and SLA reports.
- Gather and escalate vulnerability alerts to the Operations & Security (O&S) team for assessment.
- Assist with the major incident management process as required.
General Administrative Support
- Accurately capture and distribute meeting minutes in a timely manner.
- Coordinate and schedule meetings for the project team.
- Provide comprehensive administrative support to the project team.
- Coordinate security clearances and ensure timely renewals.
- Assist with documentation, filing, and organization of project artefacts for audit purposes.
- Generate regular operations and management reports.
- Perform other administrative duties as assigned.
Ad-Hoc Project Support
- Provide end-to-end support for internal events and projects, including (but not limited to) security workshops, town halls, team-building activities, and customer satisfaction surveys.
The Ideal Candidate Should Have:
The ideal candidate will be a proactive and creative problem-solver who thrives under pressure and excels at building strong stakeholder relationships. They will be able to collaborate effectively with colleagues and peers at all levels, while maintaining a positive and collegial attitude. Key qualifications and skills include:
Technical Skills / Attributes:
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), with experience using Outlook, Skype, and Teams being a plus.
- Strong written and verbal communication skills in English.
- Exceptional customer service skills and a focus on delivering high-quality support.
- Highly organized with keen attention to detail and accuracy.
- Ability to prioritize tasks effectively, manage deadlines, and excel in a fast-paced environment.
- Strong interpersonal skills with the confidence to engage with senior-level stakeholders.
- A high level of discretion and the ability to maintain confidentiality.
- Ability to work effectively both independently and as part of a team, demonstrating initiative and a strong willingness to contribute, without being overly reliant on others or calculating in collaborative efforts.
- Proven track record of thriving in a multi-stakeholder environment, proactively driving initiatives forward.
- Strong problem-solving skills, able to collaborate with internal and external stakeholders to resolve challenges.
- Open to feedback and committed to continuous improvement in both effectiveness and efficiency.
