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Get Staffed Online Recruitment Limited; West Horndon; On-site; GBP 18,000 - 28,000; Part time

Job summary

Get Staffed Online Recruitment Limited client seeks a Part-Time Business / Project Administrator in the UK. You will support project teams and management with resource planning, timesheets, fee bids and invoicing readiness in a busy professional-services environment.

The role centers on ensuring information is accurate, up-to-date and accessible to the team, with close collaboration to project managers, operations and finance.

Qualifications

• Strong administration and coordination experience.
• Experience in project-based, professional-services, construction, architectural or design environments.
• Highly organised, reliable and able to manage multiple priorities.
• Comfortable with spreadsheets, project trackers and management information.
• Ability to follow up actions and deadlines across a busy team.
• Attention to detail and confidentiality.
• Excellent written and verbal communication skills.
• Proactive problem-solving approach.
• Experience with project resourcing, fee proposals or invoicing.
• Familiarity with project-management platforms and shared filing systems.
• Understanding of RIBA work stages.
• Understanding of how progress, staff time, variations and billing milestones link.

Responsibilities

• Resource Planning and Forecasting.
• Project Administration.
• Timesheets and Management Information.
• Fee Bids and New Projects.
• Invoicing Readiness and Commercial Coordination.
• Meetings and Team Administration.

Job description

Part-Time Business / Project Administrator

Part-Time Business / Project Administrator

Hours: 25 hours per week; Monday - Friday; 10:00am - 3:00pm

Job Type: Part-time

Reporting To: Managing Director / Senior Manager

About the Role

Our client is looking for a highly organised and proactive Part-Time Business / Project Administrator to join their practice on a part-time basis.

This is a key operational role supporting their project teams and management with resource planning, project administration, timesheets, fee bids and invoicing readiness.

You will help ensure that project and commercial information is accurate, up to date and easy for the team to use. You'll work closely with Project Managers, the Business Operations Manager, management and their finance team to keep projects moving and identify issues before they become problems.

This role would suit someone who enjoys organisation, coordination and keeping people accountable to deadlines, and who is confident working across multiple projects in a busy professional-services environment.

Key Responsibilities Will Cover:

• Resource Planning and Forecasting
• Project Administration
• Timesheets and Management Information
• Fee Bids and New Projects
• Invoicing Readiness and Commercial Coordination
• Meetings and Team Administration

What They’re Looking For

• Strong administration and coordination experience, ideally within a project-based, professional-services, construction, architectural or design environment.
• Highly organised, reliable and comfortable managing multiple priorities.
• Confident working with spreadsheets, project trackers, timesheets and structured management information.
• Comfortable following up actions and deadlines across a busy team.
• Able to identify incomplete or inconsistent information and raise issues appropriately.
• Strong written and verbal communication skills.
• High standards of accuracy, confidentiality and professional conduct.
• A practical and proactive approach to problem-solving.
• Experience within an architectural, construction, design or consultancy environment.
• Experience with project resourcing, fee proposals or consultancy invoicing.
• Familiarity with project-management platforms and shared filing systems.
• Understanding of RIBA work stages.
• Understanding of how project progress, staff time, variations and billing milestones link together.

What Success Looks Like

• Project and resource information is accurate, current and trusted by management.
• Timesheets are completed accurately and on time.
• Actual project hours can be compared against forecasts and fee allowances.Fee bids and new projects are set up efficiently.
• Invoice-ready information reaches the finance team promptly.
• Resource pressures, delays and unbilled work are identified early.
• Actions from management meetings are clearly recorded and followed through.
• Project teams have the information they need without unnecessary duplication.

Working Style

Our client is looking for someone who is practical, calm, organised and commercially aware.

You’ll need to be comfortable asking questions, chasing information when necessary and holding people to agreed actions while maintaining positive and constructive working relationships.

The role will be formally reviewed after approximately three months to ensure the arrangement and responsibilities are providing the right level of support to the business.