Project Administrator

VVB Engineering; Greater London; On-site; GBP 24,000 - 32,000; Full time

Job summary

VVB Engineering is seeking an Administrative Assistant to support project operations in the UK. You will handle enquiries, process documentation, and act as the single point of contact for timesheets, holidays and staff records. Proficient in SAP requisitions and SharePoint document control will be essential.

The role requires strong MS Office skills, attention to detail, and the ability to work within a team to maintain accurate records across multiple projects.

Qualifications

• Advanced Microsoft Office skills required (Word, Excel, PowerPoint, Outlook).
• Strong attention to detail and methodical working style.
• Ability to work as part of a team in a fast-paced environment.
• Flexibility and a can-do attitude to meet project demands.

Responsibilities

• Acting as the Assistant Project focal point for all administration matters.
• Placing requisitions on SAP
• Reconcile Delivery Notes with purchase orders
• Single point for all Timesheet, time and attendance related queries
• Regular updating of time and attendance using information from timesheet provided.
• Updating Staff Register, Training Matrix etc.
• Monitoring of Site Stationery.
• Photocopying, scanning, encapsulating documents.
• Monitor Site Holidays/Absence records and liaison with HR department
• Updating & maintaining records of staff holidays, sickness and absence and other project records.
• Maintaining electronic records of all purchases, and maintaining the filing system for requisitions to enable easy location of information where necessary
• Reviewing and numbering with unique document reference and revision Project Documents before submission to Client.
• Uploading / Downloading project documents to client Document Control System.
• Uploading / Downloading documents to Share Point VVB Document Control Management portal.
• Maintaining Document Control register, TQ and RFI register.
• Recording, checking and tracking all incoming and outgoing project documents.
• Ensuring appropriate personnel (including project personnel and subcontractors) are issued with up-to-date documentation.
• Filing and archiving various paper work
• Typing (Letters, memos, e-mails, meeting minutes and reports etc.)
• Providing full secretarial and administrative support to Project Team

Skills

Advanced Microsoft Office

Attention to detail

Teamwork

Organizational skills

Adaptability

Tools

Word

Excel

PowerPoint

Outlook

SharePoint

Job description

Providing project administrative support during operational processes, handling enquiries, processing documentation typical to project operations. Single point for registration, receipt, distribution and issue of all Project Documentation.

Responsibilities

• Acting as the Assistant Project focal point for all administration matters.
• Placing requisitions on SAP
• Reconcile Delivery Notes with purchase orders
• Single point for all Timesheet, time and attendance related queries
• Regular updating of time and attendance using information from timesheet provided.
• Updating Staff Register, Training Matrix etc.
• Monitoring of Site Stationery.
• Photocopying, scanning, encapsulating documents.
• Monitor Site Holidays/Absence records and liaison with HR department
• Updating & maintaining records of staff holidays, sickness and absence and other project records.
• Maintaining electronic records of all purchases, and maintaining the filing system for requisitions to enable easy location of information where necessary
• Reviewing and numbering with unique document reference and revision Project Documents before submission to Client.
• Uploading / Downloading project documents to client Document Control System.
• Uploading / Downloading documents to Share Point VVB Document Control Management portal.
• Maintaining Document Control register, TQ and RFI register.
• Recording, checking and tracking all incoming and outgoing project documents.
• Ensuring appropriate personnel (including project personnel and subcontractors) are issued with up-to-date documentation.
• Filing and archiving various paper work
• Typing (Letters, memos, e-mails, meeting minutes and reports etc.)
• Providing full secretarial and administrative support to Project Team

Requirements

• Good understanding of administrational processes and best practices
• Advanced Microsoft Office skills, including Word, Excel/spreadsheets, PowerPoint and Outlook.
• Flexible, ‘can do’ attitude in a fast-paced environment.
• Methodical style of working
• Good attention to detail
• Ability to work under pressure whilst maintaining high quality work
• Work within a team to streamline processes and continuity across projects
• Ability to represent the company professionally
• Able to work flexibly to meet project demands