Administrative Assistant

Voltalia; City of Westminster; On-site; GBP 26,000 - 36,000; Full time

Job summary

Voltalia's UK EPC team is seeking an Administrative Assistant to provide administrative, logistical and project support across the portfolio. You will manage diaries, coordinate travel, maintain filing systems, raise purchase requisitions and support invoice matching to ensure on-time project delivery.

The role requires a diploma/degree in business administration or related field (or equivalent experience) and at least 3 years in an administrative or site administration role, with ERP experience

Qualifications

• Vocational qualification, diploma or degree in Business Administration, Office Management, Project Administration or a related field preferred; equivalent relevant experience considered.
• Minimum 3 years of experience in administrative, project support or site administration roles; EPC, infrastructure or renewable energy project experience is a plus.
• Good understanding of project administration, purchasing workflows, invoice processing, records management and basic cost tracking.
• Experience with ERP/procurement systems such as IFS or SAP is desirable.

Responsibilities

• Provide administrative and organizational support to the Regional EPC Manager, EPC Portfolio Manager, and UK project teams.
• Manage diaries, schedule meetings, workshops and project reviews; prepare agendas, record minutes, and follow up on actions.
• Maintain project filing systems and ensure accurate storage of project documentation, contracts, correspondence, permits, reports and records.
• Raise purchase requisitions/orders, track receipts, support invoice matching, payment queries, and coordinate with Finance and Procurement.
• Maintain trackers for purchase orders, invoices, project costs, commitments, deliveries, and project actions.
• Coordinate travel, accommodation, site visits, meeting facilities, deliveries, couriers, and other project logistics.
• Support site setup and closeout activities, including offices, utilities, IT equipment, vehicles, consumables and inventory management.
• Assist EPC team onboarding/offboarding, access management, timesheets, attendance records, and general workforce administration.
• Coordinate and maintain supplier and subcontractor documentation, including insurance, HSE, training and compliance records.
• Support monthly project and financial closing activities by ensuring all administrative, cost, invoice and accrual documentation is complete and available.
• Act as the first point of contact for routine administrative queries from project personnel, suppliers and visitors, escalating issues when required.
• Drive administrative process improvements, standardize trackers and filing practices, and provide additional support during periods of high project activity.

Skills

Diary management

Travel coordination

Record keeping

Written communication

Stakeholder management

Confidential handling

English fluency

Education

Business Administration

Office Management

Project Administration

Tools

IFS

SAP

Microsoft Office

Job description

The EPC Administrative Assistant provides administrative, logistical and project support to the UK EPC team ensuring that project administration, records, purchasing workflows, meetings, logistics and day-to-day coordination are handled accurately and on time. The Administrative Assistant acts as an enabler for the project team and is expected to work proactively, maintain confidentiality and help establish consistent administrative processes across the UK portfolio.

• Provide administrative and organizational support to the Regional EPC Manager, EPC Portfolio Manager, and UK project teams.
• Manage diaries, schedule meetings, workshops and project reviews, prepare agendas, record minutes, and follow up on action items.
• Maintain project filing systems and ensure accurate storage of project documentation, contracts, correspondence, permits, reports, and records.
• Raise purchase requisitions/orders, track receipts, support invoice matching, payment queries, and coordinate with Finance and Procurement.
• Maintain trackers for purchase orders, invoices, project costs, commitments, deliveries, and project actions.
• Coordinate travel, accommodation, site visits, meeting facilities, deliveries, couriers, and other project logistics.
• Support site setup and closeout activities, including offices, utilities, IT equipment, vehicles, consumables, and inventory management.
• Assist EPC team onboarding/offboarding, access management, equipment allocation, timesheets, attendance records, and general workforce administration.
• Coordinate and maintain supplier and subcontractor documentation, including insurance, HSE, training, and compliance records.
• Support monthly project and financial closing activities by ensuring all administrative, cost, invoice, and accrual documentation is complete and available.
• Act as the first point of contact for routine administrative queries from project personnel, suppliers, and visitors, escalating issues when required.
• Drive administrative process improvements, standardize trackers and filing practices, and provide additional support during periods of high project activity.
• Vocational qualification, diploma or degree in Business Administration, Office Management, Project Administration or a related field is preferred (equivalent relevant experience will also be considered).
• Minimum 3 years of experience in an administrative, project support or site administration role (experience in EPC, infrastructure or renewable energy projects is a plus).
• Good understanding of project administration, purchasing workflows, invoice processing, records management and basic cost tracking.
• Experience with ERP/procurement systems is desirable (IFS, SAP or equivalent experience is a plus).
• Proficiency in Microsoft Office Tools.
• Ability to prepare clear meeting minutes, trackers, reports and professional written correspondence.
• Professional fluency in English, both written and spoken.
• Full UK driving licence and occasional travel availability may be required, although this is expected to be infrequent., Highly organised and capable of managing multiple priorities in a fast-paced environment.
• Strong attention to detail and commitment to delivering high-quality work.
• Proactive, resourceful, and solution-oriented, with the ability to work independently.
• Excellent communication and stakeholder management skills.
• Professional, discreet, and trusted to handle confidential information.
• Adaptable, resilient, and able to perform under pressure when required.
• Collaborative and service-oriented, with a strong sense of accountability and ownership.
• Born from the expertise of teams who have led EPC and O&M services at Voltalia since 2005, Renvolt delivers high-performance service solutions to accelerate the global energy transition. We specialize in solar and storage, operating as a trusted global provider with a strong international track record. With local teams in 14 countries, more than 400 employees worldwide, and 24/7 support, we partner with clients across all regions to ensure success. Renvolt is supported by a strong investment group that provides long-term stability and reinforces our commitment to sustainable growth. Our portfolio includes 5.6 GW built and under construction, and 1.9 GW already in operation, demonstrating our capability and reliability in delivering large-scale renewable projects. We prioritize long-term partnerships grounded in transparency, quality, reliability, ethics, and integrity. Join us and be part of a company driving sustainable energy forward. At Renvolt, we welcome individuals from all backgrounds, whatever your race, ethnicity, gender, nationality, age, disability, sexual orientation, and experience. In our company, diversity drives innovation and contributes to a workplace where everyone can thrive. Ready to make an impact? Bring your energy-let's power a sustainable future together! Renvolt is a subsidiary of Voltalia Group. Find out more about Renvolt at renvolt.energy