Infrastructure Project Support Specialist

Millbank Holdings; Glasgow; On-site; GBP 22,000 - 30,000; Full time

Job summary

Millbank Holdings Ltd is recruiting an organised administrator or project support professional to join a busy infrastructure programme supporting defence and technical projects in Glasgow. You will provide diary management, meeting coordination, and document control to project teams, in a fast-paced environment.

The role offers exposure to large-scale programmes from concept through execution, requires excellent MS Office skills, and a professional, customer-focused approach.

Qualifications

• Previous experience in an administrative, project support, project coordination, or office support role.
• Excellent organisational skills with the ability to manage multiple priorities effectively.
• Strong time management skills and the ability to work independently using your own initiative.
• Experience supporting busy teams within a fast-paced environment.
• Excellent attention to detail and problem-solving capabilities.
• Strong written and verbal communication skills.
• Professional, collaborative, and customer-focused approach.
• Ability to work effectively under pressure and adapt to changing priorities.
• Good levels of discretion when handling sensitive information.

Responsibilities

• Provide administrative and project support to project management and engineering teams.
• Coordinate meetings, appointments, workshops, and project events.
• Prepare, format, compile, and distribute reports, board packs, meeting packs, and project documentation.
• Take meeting minutes and maintain action trackers, ensuring actions are monitored and distributed appropriately.
• Manage travel arrangements and associated logistics.
• Support office administration activities, including workspace coordination and facilities-related matters.
• Coordinate visitor arrangements, including site access, passes, meeting facilities, and catering requirements.
• Provide high-quality customer service via telephone, email, and face-to-face interactions.
• Support onboarding activities for new starters, including induction coordination and equipment requests.
• Maintain databases, records, templates, mailing lists, and administrative systems.
• Organise conferences, stakeholder events, team engagements, and project functions.
• Monitor and support timesheet compliance across the team.
• Provide diary and email management support, identifying priority actions and resolving scheduling conflicts.
• Maintain team calendars and project diaries.
• Assist with document control activities, including document logging, issuing, tracking, and record management.
• Work collaboratively with other administrative professionals to promote consistency and best practice across teams.

Skills

Administrative support

Diary management

Meeting coordination

Document control

Microsoft Office

Time management

Communication skills

Tools

Microsoft Word

Excel

PowerPoint

Adobe Acrobat

Digital document management systems

Job description

Millbank Holdings Ltd is recruiting an organised administrator or project support professional to join a busy infrastructure programme supporting defence and technical projects in Glasgow. You will provide diary management, meeting coordination, and document control to project teams, in a fast-paced environment.

The role offers exposure to large-scale programmes from concept through execution, requires excellent MS Office skills, and a professional, customer-focused approach.