Project Support Officer

Millbank Holdings; Glasgow; On-site; GBP 22,000 - 30,000; Full time

Job summary

Millbank Holdings Ltd is recruiting an organised administrator or project support professional to join a busy infrastructure programme supporting defence and technical projects in Glasgow. You will provide diary management, meeting coordination, and document control to project teams, in a fast-paced environment.

The role offers exposure to large-scale programmes from concept through execution, requires excellent MS Office skills, and a professional, customer-focused approach.

Qualifications

• Previous experience in an administrative, project support, project coordination, or office support role.
• Excellent organisational skills with the ability to manage multiple priorities effectively.
• Strong time management skills and the ability to work independently using your own initiative.
• Experience supporting busy teams within a fast-paced environment.
• Excellent attention to detail and problem-solving capabilities.
• Strong written and verbal communication skills.
• Professional, collaborative, and customer-focused approach.
• Ability to work effectively under pressure and adapt to changing priorities.
• Good levels of discretion when handling sensitive information.

Responsibilities

• Provide administrative and project support to project management and engineering teams.
• Coordinate meetings, appointments, workshops, and project events.
• Prepare, format, compile, and distribute reports, board packs, meeting packs, and project documentation.
• Take meeting minutes and maintain action trackers, ensuring actions are monitored and distributed appropriately.
• Manage travel arrangements and associated logistics.
• Support office administration activities, including workspace coordination and facilities-related matters.
• Coordinate visitor arrangements, including site access, passes, meeting facilities, and catering requirements.
• Provide high-quality customer service via telephone, email, and face-to-face interactions.
• Support onboarding activities for new starters, including induction coordination and equipment requests.
• Maintain databases, records, templates, mailing lists, and administrative systems.
• Organise conferences, stakeholder events, team engagements, and project functions.
• Monitor and support timesheet compliance across the team.
• Provide diary and email management support, identifying priority actions and resolving scheduling conflicts.
• Maintain team calendars and project diaries.
• Assist with document control activities, including document logging, issuing, tracking, and record management.
• Work collaboratively with other administrative professionals to promote consistency and best practice across teams.

Skills

Administrative support

Diary management

Meeting coordination

Document control

Microsoft Office

Time management

Communication skills

Tools

Microsoft Word

Excel

PowerPoint

Adobe Acrobat

Digital document management systems

Job description

Do you have proven experience providing administrative or project support within a busy project, engineering, infrastructure, defence, construction, or technical environment, including diary management, meeting coordination, and document control?

Are you highly proficient in Microsoft Office (Word, Excel, PowerPoint) and confident managing multiple priorities, producing professional documentation, and maintaining accurate records under tight deadlines?

Would you like to join a major infrastructure programme supporting significant defence projects, where no two days are the same and your contribution directly supports critical project delivery?

The Opportunity

This is an excellent opportunity for a highly organised administrator or project support professional looking to develop their career within a complex and fast-paced project environment. You'll gain exposure to large-scale infrastructure programmes, work alongside experienced project professionals, and play a key role in supporting project delivery from concept through to execution.

Your duties and responsibilities will be

• Provide administrative and project support to project management and engineering teams.
• Coordinate meetings, appointments, workshops, and project events.
• Prepare, format, compile, and distribute reports, board packs, meeting packs, and project documentation.
• Take meeting minutes and maintain action trackers, ensuring actions are monitored and distributed appropriately.
• Manage travel arrangements and associated logistics.
• Support office administration activities, including workspace coordination and facilities-related matters.
• Coordinate visitor arrangements, including site access, passes, meeting facilities, and catering requirements.
• Provide high-quality customer service via telephone, email, and face-to-face interactions.
• Support onboarding activities for new starters, including induction coordination and equipment requests.
• Maintain databases, records, templates, mailing lists, and administrative systems.
• Organise conferences, stakeholder events, team engagements, and project functions.
• Monitor and support timesheet compliance across the team.
• Provide diary and email management support, identifying priority actions and resolving scheduling conflicts.
• Maintain team calendars and project diaries.
• Assist with document control activities, including document logging, issuing, tracking, and record management.
• Work collaboratively with other administrative professionals to promote consistency and best practice across teams.

You will have the following qualifications & experience:

• Previous experience in an administrative, project support, project coordination, or office support role.
• Excellent organisational skills with the ability to manage multiple priorities effectively.
• Strong time management skills and the ability to work independently using your own initiative.
• Experience supporting busy teams within a fast-paced environment.
• Excellent attention to detail and problem-solving capabilities.
• Strong written and verbal communication skills.
• Professional, collaborative, and customer-focused approach.
• Ability to work effectively under pressure and adapt to changing priorities.
• Good levels of discretion when handling sensitive information.
• Proficiency in Microsoft Word, Excel, PowerPoint, Adobe Acrobat, and digital document management systems.

It’s great if you also have the following

• Experience supporting project delivery, engineering, construction, infrastructure, defence, or technical teams.
• Experience coordinating senior stakeholder meetings and producing meeting documentation.
• Exposure to document control processes and project governance activities.
• Experience organising corporate events, conferences, and stakeholder engagement activities.
• Understanding of onboarding processes and team administration functions.
• Experience working within highly regulated or security-conscious environments.
• Existing Security Clearance (SC) or eligibility to obtain clearance.

The setting for the role

This position is based within a strategic project delivery environment supporting major infrastructure programmes. You will work closely with project managers, engineers, and key stakeholders, providing essential coordination and administrative support across a diverse range of activities. The role offers a mix of office-based collaboration and engagement with project teams, requiring a proactive, organised, and professional approach to support successful project outcomes. Based at Kentigern House, the role operates within a collaborative team environment on a standard 37-hour working week and requires eligibility to obtain Security Check (SC) clearance.

Millbank Holdings Ltd is an equal opportunities employer committed to creating an inclusive and diverse workforce. We welcome applications from all suitably qualified individuals, regardless of background, and encourage candidates from underrepresented groups to apply.

We are proud to be a member of the Disability Confident Scheme, and we are committed to ensuring an accessible and supportive recruitment process for everyone. If you require any adjustments at any stage, please let us know and we’ll do our best to accommodate.

Millbank operates as both an Employment Agency and an Employment Business