Project Administrator

Optimised; West of England; On-site; GBP 19,000 - 28,000; Part time

Job summary

Optimised is seeking a Project Administrator in the Energy Management division to ensure accurate capture and maintenance of project data across systems, providing the foundation for governance and reporting.

Reporting to the Operational Governance, H&S and Support Lead, you will book site visits, coordinate schedules and keep records up to date, supporting financial tracking and monthly KPIs with meticulous data entry and proactive communication.

Qualifications

• Attention to detail with commitment to accuracy and completeness.
• Strong organisational skills to manage multiple tasks and deadlines.
• Experience with data entry and maintaining records across systems.
• Good communication and interpersonal skills for scheduling and logistics.
• Familiarity with financial tracking and project data entry.

Responsibilities

• Book site visits and coordinate schedules across the division.
• Maintain project, workflow and financial records across systems.
• Support data entry and accuracy of operational information for reporting.
• Assist with monthly KPI reporting and financial tracking (cost, WIP, margin).
• Liaise with internal teams and external contacts to confirm arrangements and resolve conflicts.

Skills

Attention to detail

Organisational skills

Communication skills

Interpersonal skills

Data entry

UK driving licence

Tools

Kimble

Job description

Part Time, 25-30 hours per week, Monday to Friday

About Us

We are Optimised, a team of over 100 people driven by passion to create a positive impact and make a real difference in the world!

With offices across the UK and our team of engineers working nationwide, we pride ourselves on delivering impactful solutions to optimise the worlds transition to net zero and beyond.

We recognise that the climate emergency is the greatest challenge of our generation, and we are driven both personally and professionally to be a force for positive change.

We deliver a range of integrated energy and sustainability solutions spanning Carbon Impact, Utility Management and Building Optimisation that help our clients achieve their decarbonisation goals whilst delivering significant returns on investment.

As a certified B Corp, we place purpose before profit, upholding the highest standards of social and environmental performance, diversity, inclusion, and accountability in everything we do.

At Optimised, we know that our people are our greatest asset. That's why we offer a flexible, fun, and supportive environment where everyone has the opportunity to perform to their best. We're always looking for individuals who share our values and are passionate about making a positive impact.

As we continue to grow, we need more dedicated people to join our mission. If you are driven by purpose and ready to contribute to a better future, we would love to hear from you!

About The Role

As a Project Administrator within the Energy Management division at Optimised, you will be responsible for ensuring that operational information, project data and scheduling activity is accurately captured, maintained and up to date across departmental systems and platforms, providing the operational foundation that enables effective reporting, governance and delivery oversight across the division.

Reporting to the Operational Governance, H&S and Support Lead, you will be the key point of operational input across the division - booking site visits, coordinating schedules, maintaining system records and ensuring that project, financial and workflow information is entered accurately and kept current. Your work will directly support the division's ability to track performance, manage delivery and report with confidence.

The role requires strong attention to detail, a proactive and organised approach, and a genuine commitment to accuracy and completeness. You will work across a range of operational platforms and systems and will be a reliable and consistent presence that the wider team can depend on to keep operational information in good order.

We understand that candidates have varying experiences, and it is unlikely that all aspects of the role description will be an exact match. Please do not be deterred if that is the case â we would still welcome your application if you are passionate about our vision and have relevant experience.

Support the Energy Management division with Health & Safety administration and reporting, ensuring operational records and documentation are accurate, up to date and maintained in line with company procedures. You'll help track actions and follow up on outstanding requirements, while contributing to a strong safety culture through diligent record keeping and proactive support of departmental processes.

Take ownership of accurate and timely data entry across the division's operational systems, maintaining project, workflow, scheduling, metering and financial information so that records remain complete, reliable and up to date. You'll act as a key point of contact for operational system input, identify and elevate discrepancies or data gaps, support consistent processes and standards, and input financial project data into Kimble on behalf of the Net Zero Reporting team.

Coordinate site visits, surveys, appointments, meetings and other operational activities across the division, ensuring schedules, logistics and relevant information are accurately recorded and communicated. You'll liaise with internal teams and external contacts to confirm arrangements, support operational teams with associated administration and communications, provide proactive updates to stakeholders, and elevate any scheduling conflicts or coordination issues where necessary.

Support the division's financial tracking, reporting and administration activities by maintaining accurate project and financial records and helping to collate KPIs, performance data, timesheet information and utilisation reporting. You'll contribute to monthly reporting processes and help ensure that data relating to cost, margin, WIP and project performance is accurate, up to date and provides a clear picture of operational and financial performance.

Strong attention to detail with a commitment to accuracy, completeness and consistency in all operational and administrative activities.

Proven organisational skills with the ability to manage multiple tasks, priorities and deadlines simultaneously within a fast-paced operational environment.

Experience of data entry, record keeping or operational administration within a business environment, with a track record of maintaining accurate and up to date information across systems and platforms.

Good communication and interpersonal skills, with the ability to liaise confidently with internal teams and external contacts regarding scheduling, logistics and operational requirements.

Comfortable working across multiple operational systems and platforms, with the ability to learn new tools quickly and maintain accurate records across different environments.

Experience supporting operational coordination, scheduling or administrative activities within a business environment.

Experience working with financial tracking, reporting or administrative processes.

Awareness of operational Health & Safety reporting and administrative requirements within a business environment.

Ability to work collaboratively and reliably as part of a close-knit operational team.

A proactive attitude with a genuine commitment to keeping things accurate, up to date and well managed.

Flexible, positive and committed team member who works consistently to high standards.

UK driving licence.

Eligibility to work in the UK.

Benefits

• 25 days annual leave increasing to 28 days with length of service (+ bank holidays)
• Option to buy / sell up to 3 days holiday each year
• Contributory pension scheme (5% Matched)
• Life insurance
• Private medical insurance
• Enhanced family leave policies
• Award-winning employee assistance helpline and online GP service
• Cycle to work and EV car scheme
• Annual railcard
• Annual flu jab and eye test
• A professional development and sustainability allowance
• 2 x sustainable holiday travel days
• 1 day off paid each year to volunteer for a charity of your choice
• Up to one professional membership fee paid for by the Company each year
• Reward for introductions scheme

We are committed to creating an inclusive and flexible working environment, that promotes diversity.

If you have a medical condition or an individual need for an adjustment to our process, and you believe this may affect your ability to be at your best - please let us know so we can talk about how we can best support you and make any adjustments that may be needed. In your application, please feel free to note which pronouns you use.