Practice Administrator

Jobtailor; Brighton; On-site; GBP 26,000 - 36,000; Full time

Job summary

Jobtailor in Brighton is seeking an organised project administration assistant to support the full lifecycle of projects, from mobilisation to close down. You will maintain project data in Dynamics and ensure information is complete and up to date under direction from the Project Manager.

You will coordinate reporting, invoicing with Finance, procurement, travel, meetings, and bid activities, helping maintain records, templates and references across the Practice.

Qualifications

• Excellent organisational and time management skills.
• Strong attention to detail and accuracy of information.
• Ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong Microsoft Office skills and confident with new systems.
• Collaborative approach and willingness to support colleagues.
• Proactive mindset with ability to identify issues and improvements.

Responsibilities

• Support the administration of projects throughout the lifecycle from mobilisation through to close down.
• Maintain accurate project information within Dynamics, ensuring data is complete and up to date.
• Lead collection of information for client reporting as requested.
• Coordinate project documentation, compliance requirements and client information requests.
• Assist with monthly invoicing and billing in collaboration with Finance.
• Coordinate procurement and supplier administration as required.
• Provide admin support to project teams, including meeting coordination and note taking.
• Support preparation and submission of bids, proposals and expressions of interest.
• Coordinate administrative activities through the bid process and meet deadlines.
• Prepare and maintain consultant CVs, references and capability statements.
• Maintain bid opportunities and pipeline information within Itad CRM.
• Support bid meetings by coordinating logistics and capturing actions.
• Assist with identifying consultants and resource searches.
• Coordinate travel arrangements and ensure documentation is completed.
• Liaise with Global Safety and Security for travel requirements.
• Support travel administration for high-risk deployments as needed.
• Provide administrative support to the Practice and its leaders.
• Coordinate Practice meetings, agendas, actions and communications.
• Support resource planning activities and practice records.
• Assist with operational reporting, compliance and governance requirements.
• Maintain high data accuracy across Practice systems.

Skills

Organisational skills

Attention to detail

Multitasking

Written communication

Verbal communication

MS Office

Collaborative approach

Proactive mindset

Tools

Dynamics

Itad CRM

Job description

• Support the administration of projects throughout the project lifecycle, from mobilisation through to close down.
• Maintain accurate project information within Dynamics, ensuring project data is complete and up to date as directed by the Project Manager or Project Officer.
• Lead the recurring and ad-hoc collection of relevant information for client reporting as requested by project teams.
• Coordinate project documentation, compliance requirements and client information requests.
• Assist with monthly invoicing and billing administration in collaboration with the Finance team.
• Coordinate procurement and supplier administration where required.
• Provide administrative support to project teams, including meeting coordination, formatting documents and note taking.
• Support the preparation and submission of bids, proposals and expressions of interest.
• Coordinate administrative activities throughout the bid process, ensuring deadlines are met.
• Prepare and maintain consultant CVs, project references and capability statements.
• Maintain accurate bid opportunities and pipeline information within Itad CRM.
• Support bid meetings by coordinating logistics, capturing actions and following up on agreed activities.
• Assist with the identification of consultants and resource searches where required.
• Coordinate travel arrangements for project teams, ensuring bookings and documentation are completed efficiently.
• Liaise with the Global Safety and Security team to ensure travel requirements are met.
• Support travel administration for high-risk deployments where required, following organisational procedures.
• Provide administrative support to the Practice including supporting the Practice Partner, Practice Lead and Commercial Practice Manager as necessary.
• Coordinate Practice meetings, agendas, actions and communications.
• Support resource planning activities and maintain Practice records.
• Assist with operational reporting, compliance activities and internal governance requirements.
• Maintain high standards of data accuracy across Practice systems.
• Support continuous improvement by identifying opportunities to improve administrative processes and ways of working.

Requirements

• Excellent organisational and time management skills
• Strong attention to detail and a commitment to maintaining accurate information.
• The ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong Microsoft Office skills and confidence learning new systems.
• A collaborative approach and willingness to support colleagues across a wide variety of activities.
• A proactive mindset with the confidence to identify issues and suggest improvements.

Core Competencies

Demonstrates strong organizational and time management skills while maintaining high standards of data accuracy and compliance throughout project lifecycles. Proficient in coordinating administrative activities, supporting bid processes, and collaborating effectively with project teams.

Hard Skills

• Project Lifecycle Management
• Invoicing Administration
• Compliance Coordination
• Document Formatting
• Resource Planning

Soft Skills

• Attention to Detail
• Time Management
• Written Communication
• Verbal Communication
• Collaborative Approach

Industry Keywords

• Client Reporting
• Procurement Administration
• Travel Coordination
• Operational Reporting
• Continuous Improvement

Tools & Technologies

• Dynamics
• Itad CRM