Project Administrator

Echo House; London; On-site; GBP 25,000 - 35,000; Full time

Job summary

Echo House is seeking a Project Administrator to support project management teams in a dynamic and collaborative environment. As a key role within the company, you will assist in organizing and managing various projects while ensuring effective client communication and project tracking. Ideal candidates will have excellent organizational skills and be proactive in nature, ready to embrace the challenges within the creative and production industry.

Qualifications

• In-depth training provided during induction.
• Excellent time management and organizational skills required.
• Ability to manage multiple projects simultaneously.

Responsibilities

• Provide administrative support to Project Coordinators and Managers.
• Ensure accurate client communication and job status updates.
• Data entry and job management through internal systems.

Skills

Excellent time management

Excellent organisational skills

Excellent attention to detail

Good written and oral communication skills

Flexibility

Education

Experience in project administration

Tools

MS Office

Excel

Job description

Echo House is a market leader specialising in Project Management, Creative & Technical Design, Artworking, Digital Content, Print, Experiential Brand Activation, and Sustainable Creative Production.

OUR MISSION

Echo’s mission is to empower our clients by delivering exceptional design and quality through a seamless integration of innovation, technology, and meticulous attention to detail, creating experiences that go beyond expectation.

We are committed to nurturing sustainable practices, prioritising the wellbeing of our planet, whilst maintaining an unwavering dedication to superior service. With passion driving our purpose, we promise to excel, consistently and without compromise.

WE STAND FOR

An extraordinary culture of empowerment, respect, authenticity and collaboration, and a business that exceeds all expectations.

A team that delivers beyond our leadership and who have an extraordinary life in and outside of the workplace.

That Echo is acknowledged as the leader of sustainable design and creative production in the world.

Scope of the Role:

Collaborative. Positive. Respectful. Organised. Exceptional People Skills.

Project Administrators play a key role in supporting the management of jobs and projects at every level at Echo House. Working as an associate to the Project Coordinators and Managers, providing organisational and administration support as well as liaising directly with clients.

Project Administrators follow specific jobs throughout the company ensuring our products and services are delivered on time and on point. Excellent communication and organisational skills are essential to ensuring effective co-ordination of high-quality work while under the pressures of time and budgets.

At Echo, our workflow approach is a hybrid. Dependent on the nature of the works, we combine the structured predictability of the Waterfall method with the flexible adaptability of Agile. This necessitates that all our team members are comfortable and proficient in both approaches, ensuring seamless integration and adaptability according to project demands.

The nature of our industry is that working ad hoc additional hours, or out of normal working hours, can be expected as a normal function of this role. Paid overtime, or time in lieu, is not provided for this. The leadership team of Echo House remain committed to limiting the extent and potential impact of this, for all individuals at Echo.

Echo operates within the vibrant pulse of the design and production industry, one of the world's most challenging yet fulfilling creative sectors. Our ethos centres around positivity, which underpins every interaction, be it team collaboration, client communication, or individual tasks. As the dynamics of our work continually evolve, maintaining flexibility, responsiveness, and composure are essential to delivering efficient and effective results. We uphold a culture of mutual respect, acknowledging that each team member's unique contributions enrich our collective output. Success at Echo hinges on your capacity to collaborate, deliver results, and bring a proactive spirit to our dynamic, often high-pressure environment.

Main Duties and Responsibilities:

UNIVERSAL

• Operating with integrity – performing whole and complete work for and with all Echo

colleagues, clients and suppliers alike.

• Ensuring Echo House maintains its status as an industry leading team of dynamic, proactive & professional specialists.
• In depth training is provided as a core part of all new starters’ induction. In addition, with such a nuanced and bespoke business, on–the–job learning remains the single most effective way to learn what we do and how we do it.

Client Liaison

• To support the more senior Project team members in their communications with the client, and internal teams.
• Receiving briefs from clients and interpreting them, in close collaboration with senior Project team members, into orders to be quoted on our internal MIS system.
• Regularly updating clients on their job status and fulfilling all clients’ needs and expectations.

Job Management

• Data entry on to our MIS system.
• Translating orders into a brief for the design, studio, production, packing and installation teams including spreadsheet and presentation preparation.
• Co-ordination of spreadsheets for roll outs, including managing data breakdowns for each team and analysing data for quoting.
• Liaising with our studio, manufacturing, dispatch and installation teams to ensure jobs and projects are on track and feedback to clients on their status.
• Preparing installation briefs for bespoke jobs.
• Essential admin support; such as spreadsheet preparation and formatting, label printing, adhoc online procurement of the weird and wonderful.

Financial and Commercial Management

• Ensure all accounts are kept up to date and invoiced accurately on time.

Team Work

• Positive and constructive collaboration is key to everything we do at Echo. Maintaining regular, clear and positive communication with all teams and Directors is essential to ensuring jobs and projects are completed correctly.

GENERAL

• Echo is a dynamic, busy company with a close working team and as such we sometimes require our employees to work on additional bespoke projects outside of their daily duties. This is also aimed to encourage and broaden individual skills and ambitions.
• To perform other reasonable tasks as required by the Directors or your department head.
• Follow and promote to colleagues, visitors and the public all health and safety procedures and protocols.
• Follow Echo’s sustainability policies and procedures. Promote sustainable operations to colleagues, clients and suppliers.

ESSENTIAL INDIVIDUAL CHARACTERISTICS

• Excellent time management.
• Excellent organisational skills.
• Excellent attention to detail.
• Individual diligence with a focus on team participation.
• Level-headed approach to demanding circumstances.
• Good leadership skills.
• Good written and oral communication skills.
• Ability to clearly communicate instructions to a team.
• Flexibility and willingness to provide practical support where necessary.
• Good Excel and MS Office knowledge and practical experience.
• A quick learner with a positive approach will pick up everything they need to know at Echo.

DESIRABLE INDIVIDUAL CHARACTERISTICS:

• A dynamic individual who takes pride and enthusiasm in all tasks they are assigned and those they seek out themselves proactively.
• Ability to manage multiple projects of varying nature simultaneously.

OUR GUIDING PRINCIPLES

• Embrace Being Uncomfortable – The greatest learning moments occur when outside of your comfort zone.
• Be Quick Don’t Hurry – provide agile service without compromising quality of work.
• Constantly Curious and Open to the New – Immerse into experiences and think outside the norm.
• All Hands on Deck, Always – No matter the nature of the job, we get it done together.
• Truth in Words and Actions – Take ownership and accountability.
• Culture in Action – Shut down conversations that are detrimental to other individuals. Look to surround yourself with colleagues that talk about visions and ideas, not other people.

Equality and Diversity:

We promote a working environment in which diversity is recognised, valued, and encouraged. We acknowledge the multicultural and diverse nature of the UK workforce and society in general. We are committed to principles of fairness and mutual respect where everyone accepts the concept of individual responsibility. It is therefore your responsibility to make sure you always observe and adhere to this policy.

www.echo-house.co.uk/company-policies