UK EPC Project Admin & Logistics Coordinator

Voltalia; City of Westminster; On-site; GBP 26,000 - 36,000; Full time

Job summary

Voltalia's UK EPC team is seeking an Administrative Assistant to provide administrative, logistical and project support across the portfolio. You will manage diaries, coordinate travel, maintain filing systems, raise purchase requisitions and support invoice matching to ensure on-time project delivery.

The role requires a diploma/degree in business administration or related field (or equivalent experience) and at least 3 years in an administrative or site administration role, with ERP experience

Qualifications

• Vocational qualification, diploma or degree in Business Administration, Office Management, Project Administration or a related field preferred; equivalent relevant experience considered.
• Minimum 3 years of experience in administrative, project support or site administration roles; EPC, infrastructure or renewable energy project experience is a plus.
• Good understanding of project administration, purchasing workflows, invoice processing, records management and basic cost tracking.
• Experience with ERP/procurement systems such as IFS or SAP is desirable.

Responsibilities

• Provide administrative and organizational support to the Regional EPC Manager, EPC Portfolio Manager, and UK project teams.
• Manage diaries, schedule meetings, workshops and project reviews; prepare agendas, record minutes, and follow up on actions.
• Maintain project filing systems and ensure accurate storage of project documentation, contracts, correspondence, permits, reports and records.
• Raise purchase requisitions/orders, track receipts, support invoice matching, payment queries, and coordinate with Finance and Procurement.
• Maintain trackers for purchase orders, invoices, project costs, commitments, deliveries, and project actions.
• Coordinate travel, accommodation, site visits, meeting facilities, deliveries, couriers, and other project logistics.
• Support site setup and closeout activities, including offices, utilities, IT equipment, vehicles, consumables and inventory management.
• Assist EPC team onboarding/offboarding, access management, timesheets, attendance records, and general workforce administration.
• Coordinate and maintain supplier and subcontractor documentation, including insurance, HSE, training and compliance records.
• Support monthly project and financial closing activities by ensuring all administrative, cost, invoice and accrual documentation is complete and available.
• Act as the first point of contact for routine administrative queries from project personnel, suppliers and visitors, escalating issues when required.
• Drive administrative process improvements, standardize trackers and filing practices, and provide additional support during periods of high project activity.

Skills

Diary management

Travel coordination

Record keeping

Written communication

Stakeholder management

Confidential handling

English fluency

Education

Business Administration

Office Management

Project Administration

Tools

IFS

SAP

Microsoft Office

Job description

Voltalia's UK EPC team is seeking an Administrative Assistant to provide administrative, logistical and project support across the portfolio. You will manage diaries, coordinate travel, maintain filing systems, raise purchase requisitions and support invoice matching to ensure on-time project delivery.

The role requires a diploma/degree in business administration or related field (or equivalent experience) and at least 3 years in an administrative or site administration role, with ERP experience