Manager Project Administration

Exyte GmbH; Leixlip; On-site; EUR 80,000 - 110,000; Full time

Job summary

Exyte seeks a Manager Project Administration to lead the project administration and site administration teams on a live construction project in Finland. You will establish processes, templates and standards, ensuring accurate documentation, meeting management and reporting for project leadership.

You will coordinate calendars, trackers and communication across the site, while supporting the Project Director and senior team with high-level administrative tasks.

Qualifications

• Qualification in Business Administration, Office Administration, Project Administration or Business Management.
• Significant experience managing or leading an administration team within a complex project environment.
• Experience working within construction, engineering or project-based environments preferred.
• Strong working knowledge of Microsoft Office suite and project platforms.

Responsibilities

• Lead the Project Administration and Site Administration team and allocate work.
• Establish consistent processes, standards, templates and ways of working.
• Coordinate project, construction and site-management meetings and ensure high-quality materials.
• Prepare accurate meeting minutes, decisions, actions and deadlines.
• Maintain project calendars, trackers, and organisation charts.
• Provide high-level administrative support to the Project Director and senior team.
• Oversee the use of the project Document Management System and ensure controlled documentation.
• Support recruitment, onboarding and training for the administration team.

Skills

People management

Organisational skills

Communication

Stakeholder management

Leadership

Education

Business Administration

Tools

Outlook

PowerPoint

Word

Excel

SharePoint

Document management systems

Job description

Discover your exciting role

To manage and oversee all project administration activities across a live construction project.

The Manager Project Administration will lead the project administration team, establish consistent processes and standards, and ensure that project information, documentation, meetings, reporting and site-office activities are delivered accurately, efficiently and in line with project requirements.

This role is based in Finland.

About Our Data Centers (DTC) Division
Exyte delivers comprehensive data center services from design to construction, ensuring efficiency and reliability. With our integrated project delivery approach, we have successfully executed numerous projects worldwide, including advanced intelligence data centers, hyperscale data centers, colocation and cloud-computing data centers using traditional construction as well as modular construction techniques.

Explore your tasks and responsibilities

Manage the delivery of project administration services across the live construction project.

Lead, support and develop the Project Administration and Site Administration team, including allocating work and monitoring performance against project priorities.

Act as the senior administrative point of contact for the Project Director, project leadership team and wider site organisation.

Establish and maintain effective project administration procedures, standards, templates and ways of working.

Oversee the coordination of project, construction and site-management meetings, ensuring agendas, presentations and supporting documentation are prepared to a high standard.

Ensure meeting minutes accurately record decisions, actions, owners and agreed deadlines, and that actions are followed through to completion.

Oversee project calendars, key dates, meeting schedules and recurring project activities to support effective planning and coordination.

Ensure project trackers, action logs, contact lists, distribution lists and organisation charts are accurate and kept up to date.

Manage the preparation and distribution of project reports, progress updates, dashboards and presentations for project leadership.

Provide high-level administrative and organisational support to the Project Director and senior project team.

Oversee the effective use of the project Document Management System, including SharePoint and relevant internal systems.

Ensure project documentation is correctly filed, current, appropriately controlled and accessible to authorised team members.

Monitor compliance with project administration processes and implement improvements where required.

Plan administrative resources in line with project needs and support recruitment, onboarding and training activities for the administration team.

Promote collaboration, consistency and knowledge-sharing across the project administration function.

Maintain accurate and confidential project records throughout the project lifecycle.

Show your expertise

Qualification in Business Administration, Office Administration, Project Administration, Business Management or a related discipline is desirable.

Significant experience in project administration, including experience managing or leading an administration team within a complex project environment.

Experience working within a construction, engineering or project-based environment is strongly preferred.

Strong working knowledge of Microsoft Outlook, PowerPoint, Word and Excel.

Strong experience using SharePoint, document management systems and other project platforms.

Proven ability to establish, manage and improve project administration processes, reporting systems, trackers and records.

Demonstrated people-management skills, with the ability to allocate work, set expectations, coach team members and manage competing priorities.

Excellent organisational skills and strong attention to detail, with an accurate and structured approach to work.

Ability to take ownership, make sound decisions and work independently in a fast-paced live construction environment.

Excellent communication, leadership and stakeholder-management skills.

Confidence engaging with project directors, senior leaders, site teams, subcontractors and external stakeholders.

Ability to remain calm under pressure and manage multiple priorities, deadlines and stakeholder requirements.

Strong understanding of confidentiality, document control, governance and accurate record-keeping.

Awareness of construction-site access, safety and security requirements.

Ability to drive continuous improvement and promote consistent ways of working across the project.