Project Administrator

Pointer Ltd; Glasgow; On-site; GBP 23,000 - 29,000; Full time

Benefits offered by this job

Competitive salary

Company pension

Private GP services

Life assurance

Employee discount

Flexible working options

Job summary

Pointer Ltd. are recruiting for a Project Administrator.

This role provides comprehensive administrative support across the full lifecycle of our projects, ensuring that documentation is accurately maintained, project trackers are kept up to date, and key information is coordinated between internal teams, suppliers and clients. The Project Administrator will assist with project planning activities, which includes arranging accommodation and travel for our engineers & Project Managers.

Qualifications

• Application processing, including retention management, and invoice submission (essential)
• Competent with Microsoft Office suite, including MS Project
• Experience of working with SimPro (advantageous)
• An excellent and engaging communication style
• Customer centric and a problem solver
• Organised, proactive, resilient and a team-player
• An ambassador for the Pointer brand
• Curious and passionate about continuous improvement
• Must be eligible to work in the UK.

Responsibilities

• Process new projects on the SimPRO system and collate documentation.
• Create site documentation for engineers.
• Raise equipment orders, as required to support Project Manager.
• Organise Accommodation and overnight allowance (OTA).
• Compile and submit O&M manuals.
• Obtain information from contractors to set up new accounts.
• Update monthly financial reports.
• Submit applications/invoices within contractual timescales
• Attend and contribute to project meetings. Provide cover for Programme Planner.

Skills

MS Office

MS Project

Communication

Customer service

Organised

Team-player

Brand ambassador

Continuous improvement

Tools

SimPro

Job description

Company Overview

At Pointer, we don’t just offer jobs—we build careers. With over 50 years of excellence in electronic security and fire detection, we are a dynamic, values-driven company that thrives on passion, respect, integrity, delivery, and expertise. Our mission is to build a robust, resilient, sustainable, and successful business that supports our customers and colleagues through good times and bad.

At Pointer, we don’t just offer jobs—we build careers. With over 50 years of excellence in electronic security and fire detection, we are a dynamic, values-driven company that thrives on passion, respect, integrity, delivery, and expertise. Our mission is to build a robust, resilient, sustainable, and successful business that supports our customers and colleagues through good times and bad. Our 200-strong team across the UK is the heart of our success, contributing to our £24 million annual revenue and delivering outstanding service to some of the UK’s top blue-chip companies. Many of our colleagues have grown with us, thanks to our well-established apprenticeship program and a culture that nurtures long-term career development. What sets us apart? Our people-first approach. We foster an environment where every individual is valued, supported, and empowered to succeed. As an Investors in People Gold-accredited employer, we are committed to achieving Platinum status, ensuring our people have the tools, training, and opportunities to thrive. At Pointer, you’ll be more than just a colleague —you’ll be part of a team that delivers with expertise, acts with integrity, and shares a passion for making a difference. If you’re looking for a place to grow, innovate, and be valued, we’d love to hear from you.

Job Summary

Pointer Ltd. are recruiting for a Project Administrator. This role provides comprehensive administrative support across the full lifecycle of our projects, ensuring that documentation is accurately maintained, project trackers are kept up to date, and key information is coordinated between internal teams, suppliers and clients. The Project Administrator will assist with project planning activities, which includes arranging accommodation and travel for our engineers & Project Managers. You will also manage workflow through internal systems and help ensure deadlines, compliance requirements and ensure project applications/invoicing is submitted accurately and on time. Working closely with the wider projects team, the Project Administrator plays an essential role in keeping projects organised, on track and delivered efficiently.

Key Responsibilities

• Process new projects on the Simpro system and collate documentation.
• Create site documentation for engineers.
• Raise equipment orders, as required to support Project Manager.
• Organise Accommodation and overnight allowance (OTA).
• Compile and submit O&M manuals.
• Obtain information from contractors to set up new accounts.
• Update monthly financial reports.
• Submit applications/invoices within contractual timescales
• Attend and contribute to project meetings.
• Provide cover for Programme Planner.

Who are you

You are someone who thrives in a structured, fast‑moving environment and enjoys keeping projects running smoothly behind the scenes. You bring strong organisational skills, a methodical approach to managing information, and confidence working with multiple stakeholders across different stages of a project. You communicate clearly, handle changing priorities with ease, and take pride in delivering accurate, high-quality administrative support. Motivated, reliable and proactive, you play a key role in helping the projects team stay aligned, informed and on track.

Required Experience & Qualifications

• Application processing, including retention management, and invoice submission (essential)
• Competent with Microsoft Office suite, including MS Project
• Experience of working with SimPro (advantageous)
• An excellent and engaging communication style
• Customer centric and a problem solver
• Organised, proactive, resilient and a team-player
• An ambassador for the Pointer brand
• Curious and passionate about continuous improvement
• Must be eligible to work in the UK.

Benefits

At Pointer, we don’t just offer a job - we offer a rewarding career with benefits that support your growth, well-being, and work-life balance. Here’s what you can look forward to:

Financial Security & Rewards

• Competitive salary with an annual review
• Company pension to help secure your future
• Employee referral scheme - recommend great people and get rewarded

Work-Life Balance & Flexibility

• Generous holiday allowance to recharge and unwind
• Flexible working options to fit your lifestyle*

Structured Career Growth & Development

• Career progression opportunities—we invest in your future
• Bi-annual career mentoring
• Training & professional membership support to help you develop your skills*

Health & Well-being

• Life assurance for peace of mind
• Access to private GP services—because your health matters
• Annual flu jab to keep you feeling your best

Exclusive Employee Perks

• Employee discount scheme—save on top brands
• Company vehicle for eligible roles*

*Some benefits are role dependent.

Equal Opportunities Statement:

Pointer is an equal opportunity employer and values diversity. We welcome applicants from all backgrounds.