Project Administrator

apetito Limited; Portbury; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Living Wage employer

33 days holiday per year

Discretionary annual bonus

Pension scheme - employer matched up

Free meals on site

Free parking

apetito perks scheme

Job summary

apetito Limited is seeking a highly organised Project Administrator to support complex projects in our warehouse and logistics operations. You will collaborate with Directors, Project Managers and build contractors, ensuring smooth coordination, documentation and reporting in a fast-paced environment.

This on-site, full-time role requires a UK driving licence and access to your own transport to attend site visits and meetings as needed.

Qualifications

• Significant administration experience.
• Strong organisational and communication skills.
• Ability to prioritise multiple tasks and meet deadlines.
• Confident using Microsoft Office and digital collaboration tools.
• UK driving licence and access to transport.

Responsibilities

• Support Project Managers with day-to-day administration and project organisation.
• Maintain project plans, schedules, and action logs.
• Coordinate meetings, workshops, and site visits; prepare agendas and minutes.
• Track milestones and raise risks or delays when needed.
• Manage project documentation with version control.
• Prepare reports, dashboards, and status updates.
• Assist with purchase orders, invoices, and budget trackers.
• Coordinate supplier communications and maintain quotes.
• Act as a point of contact for internal and external stakeholders.
• Update internal systems and support process improvement.

Skills

Administrative experience

Organisational skills

Communication skills

Attention to detail

Initiative / Completer-finisher

UK driving licence

Tools

Microsoft Office

Digital collaboration tools

Job description

Overview

We are seeking a highly organised and proactive Project Administrator to provide essential support to exciting projects in our warehouse and logistics operations. You'll work closely with Directors and Project Managers from both apetito and our build and automation contractors so collaboration and communication will be key to your success.You'll have excellent administrative and communication skills, capable of coordinating tasks and managing information.Your days will be really varied so you'll need to be adaptable, detail-focused, and confident working in a fast-paced environment.This role would suit an experienced administrator who wants to build their experience in a project environment or a project administrator looking for a fresh challenge.

This role is based on site full time due to the nature of the project work.

Due to the location, a driving licence and access to your own transport are essential.

Who we are

apetito is the UK’s leading food supplier to the health and social care sectors serving more than 1,300 care homes, health care and education settings.

Our meals are expertly crafted by our dieticians and chefs, and then frozen to lock in the goodness.

Wiltshire Farm Foods, our sister company, is the UK’s largest ready meal supplier cooking and delivering over 330 different delicious frozen ready meals across the UK.

Responsibilities

Project Coordination:

• Support Project Managers with day‑to‑day administration and project organisation.
• Maintain project plans, schedules, and action logs.
• Coordinate meetings, workshops, and site visits, preparing agendas and minutes.
• Track project milestones and elevate risks or delays where needed.

Documentation & Reporting:

• Manage project documentation, ensuring structured filing and version control.
• Prepare reports, presentations, dashboards, and status updates.
• Support creation of procurement documents, risk assessments, and technical records.

Financial & Procurement Support:

• Assist with raising purchase orders, invoices, and maintaining budget trackers.
• Coordinate supplier communications and maintain quote and approval records.

Communication & Stakeholder Support:

• Act as a point of contact for internal and external stakeholders.
• Ensure clear and timely distribution of project information.

General Administrative Support:

• Provide administrative assistance to the wider engineering or project delivery team.
• Update internal systems and support continuous improvement of project processes.

About you

Essential skills and experience:

• Significant administration experience
• Strong organisational skills
• Collaborative relationship building style
• Confident using Microsoft Office and digital collaboration tools
• Excellent written and verbal communication skills
• Ability to prioritise multiple tasks and meet deadlines
• Confident taking initiativeCompleter-finisher approach and a keen eye for detail
• UK driving licence and access to own transport

Desirable:

• Experience supporting project administration or working in a project‑driven environment.
• Experience in warehouse or logistics
• Understanding of project lifecycles or PMO processes.

Company Benefits

• Competitive salary – accredited Living Wage employer
• 33 days holiday per year, including bank holidays (which are considered a normal working day)
• Option to purchase up to 5 additional days holiday per year
• Discretionary annual bonus scheme
• Pension scheme - employer matched contributions up to 4%
• Life assurance scheme worth at least 1x annual salary
• Free meals, snacks and beverages on site
• Free parking
• Free turkey or voucher at Christmas
• apetito perks scheme including salary sacrifice options and retail discounts

Our Values

As a family-owned business, we take great pride in being a company that makes a real difference and is dedicated to creating outstanding meals to be proud of.

We develop a range of products designed to enhance health and well-being for all our customers.

We are driven by a passion for service and dedicated to feeding some of the UK’s most vulnerable people.

We proudly support British food and farming, focusing on using the best ethical and sustainable produce in alignment with our goal to reach Net Zero by 2040.

Our ethical standards are recognised by the ETI and we are an accredited Living Wage employer.Learn more about apetito’s commitment to a more sustainable future.

We embrace inclusion, empowering individuals from diverse backgrounds.

Our commitment to making a real difference extends to customers, communities, and staff and we're on a mission to build an inclusive workplace where everyone reaches their full potential.