Project Administrator

apetito UK; Portbury; On-site; GBP 24,000 - 32,000; Full time

Benefits offered by this job

Living Wage employer

Free meals on site

Free parking

Pension scheme - employer matched up

Discretionary annual bonus

33 days holiday incl bank holidays

Salary sacrifice options

Life assurance scheme

apetito perks scheme

Job summary

apetito UK is seeking a highly organised Project Administrator to support warehouse and logistics projects on site in the UK. You’ll work with Directors, Project Managers and build/automation contractors to keep projects moving and information flow clear.

The role demands excellent admin and communication skills, adapting to a fast-paced environment. A driving licence and own transport are essential for site-based duties.

Qualifications

• Significant administration experience and strong organisational skills.
• Collaborative relationship building and clear communication.
• Confident using Microsoft Office and digital collaboration tools.
• Excellent written and verbal communication across stakeholders.
• Ability to prioritise multiple tasks and meet deadlines.
• Proactive, with a completer-finisher approach and attention to detail.
• UK driving licence and access to own 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, preparing agendas and minutes.
• Track project milestones and elevate risks or delays where needed.
• 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.
• Assist with raising purchase orders, invoices, and maintaining budget trackers.
• Coordinate supplier communications and maintain quote and approval records.
• Act as a point of contact for internal and external stakeholders.
• Ensure clear and timely distribution of project information.
• Provide administrative assistance to the wider engineering or project delivery team.
• Update internal systems and support continuous improvement of project processes.

Skills

Administration

Organisation

Collaboration

Microsoft Office

Communication

Task prioritisation

Initiative

Completer-finisher

Driving licence

Tools

Microsoft Office

Job description

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.

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.

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.

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 initiative


• Completer-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.


• 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

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.