Project Admin

Adler & Allan; Leeds; On-site; GBP 28,000 - 42,000; Full time

Job summary

Adler and Allan is seeking a skilled Project Administrator to support governance, performance monitoring and delivery of our project portfolio. The role provides portfolio analytics, commercial oversight, project assurance and financial performance management to enable informed decision making.

You will collaborate with Project Analysts, Project Managers and Finance to ensure projects align with commercial commitments and governance requirements, delivering timely administration across the

Qualifications

• Ability to work across multiple projects, teams, and clients simultaneously.
• Strong administration and organisation skills.
• Proficient in Microsoft Office Suite, especially Excel.

Responsibilities

• Administration of projects from proposal to closure, including set up, documentation, approvals and invoicing validation.
• Monitor and report project financial performance and manage WIP and aged debt.
• Provide regular performance reports and KPI analyses to senior leadership.
• Ensure compliance with contractual and commercial governance requirements.
• Identify and escalate unapproved PO, contract awards or amendments where applicable.

Skills

Project coordination

Administration

Excel proficiency

Tools

Microsoft Office Suite

Excel

Job description

We are seeking a skilled Project Administrator to support the governance, performance monitoring and successful delivery of our project portfolio. The role is responsible for providing portfolio analytics, commercial oversight, project assurance, financial performance monitoring and management information to support effective decision making across the Business Unit.

A key aspect of the role is the proactive analysis of project and portfolio data to identify trends, risks and opportunities, ensuring that concerns relating to resource utilisation, project profitability, margin performance, commercial compliance and delivery performance are identified early and escalated appropriately.

The Project Administrator will work closely with Project Analysts, Project Managers, Service Line Managers, Finance and the Business Unit Director to ensure projects are delivered in line with commercial commitments, governance requirements and business performance objectives.

Administration

• Administration of projects by working with the Project Analyst and Client Project Manager through the proposal, set up, delivery, and closure stages. Including being responsible for:
  • Project set up on systems
  • Creation of project documentation and repositories
  • Management of the process to obtain internal and client approval
  • Validating monthly invoicing values prior to issuing to clients
  • Time entry and approvals
  • Administration of project price lists
  • Complete regular updates to project in systems
  • Checking margins on projects and proposals upon request
  • Monitor project financial performance throughout the project lifecycle.
  • Support management of work-in-progress (WIP), invoicing status, aged debt and revenue recovery risks.

Analytics & Performance Management

• Work with the Project Analysts to provide regular performance reports and actionable recommendations to the Business Unit Director and senior leadership team.
• Monitor project and portfolio KPIs to support effective decision making.
• Support monthly business reviews by providing accurate management information and performance analysis.

Commercial Governance & Risk Management

• Monitor compliance with contractual and commercial governance requirements.
• Identify and report projects operating without approved Purchase Orders, contract awards, contract amendments or client authorisations.
• Support the PDO to maintain visibility of commercial exposure across the portfolio.

Qualifications

• Ability to work across multiple projects, teams, and clients simultaneously
• Strong administration and organisation skills
• Proficient in Microsoft Office Suite, especially Excel

Additional Information

Key Measures:

Improve compliance with project commercial controls and reduce financial exposure.

Measures:

• Reduction in work undertaken without approved Purchase Orders.
• Reduction in WIP.
• Reduction in commercial governance breaches.

Timely and Proactive Administration of Projects

Complete administration actions in a timely manner for the successful delivery of project.

Measures:

• Accurate project set up on systems
• Timely creation of project documentation and repositories
• Management of client and internal approval processes
• Accurate monthly invoicing, increase in right-first-time invoicing

Adler and Allan are committed to fostering diversity and inclusion in our workplace. We proudly embrace equal opportunities for all applicants, regardless of race, colour, religion, sex, sexual orientation, gender identity or national origin.If you require any support with your application, whatever the circumstance, please let us know.