Refit Project Administrator Barcelona

Hill Robinson Group; La Spezia; On-site; EUR 28,000 - 42,000; Full time

Job summary

Hill Robinson Group is seeking a Project Administrator to support the senior project manager and project team on a busy yacht refit. You will handle secretarial and administrative duties, manage emails and calendars, document control, and coordinate meetings across a multinational team.

The role requires strong communication in English and familiarity with shared documents and processes. Experience in yacht building/refit or ship repair projects is preferred; knowledge of procurement/contract

Qualifications

• Experience as project secretary/administrator on large multidisciplinary capital engineering projects.
• Experience in yacht building/refit, shipbuilding or ship repair environment.
• Right to live and work in Europe, specifically Spain.

Responsibilities

• Assist with email management, calendar organization, and document control.
• Identify incoming documents and initiate process flows, updating registers, and maintaining hard copy and electronic files.
• Proficient in coordinating meeting requests, agendas, and minutes; facilitate meetings and note taking.
• Work within the company’s email, filing and task management systems to ensure the project team always has the latest information.
• Assist with creating and documenting processes and procedures for use on the project.
• Some knowledge of procurement and contract management principles, including purchase orders and invoices.

Skills

Email management

Calendar management

Document control

Microsoft Excel

Microsoft Word

SharePoint

Meeting coordination

Minute taking

Process documentation

Procurement basics

Contract management

Office software

Tools

Microsoft Office

Job description

Project Administrator

Role

The project administrator will provide general secretarial and administrative support to the senior project manager and the project team on a busy yacht refit project.

Profile

• Demonstrable track record in a similar project-based administrative role in a yacht building/refit, shipbuilding or ship repair environment.
• Organised, self-starter, capable of working alone in a high-pressure environment.
• Good interpersonal skills, comfortable working in a multi-disciplined, multinational team.
• Will possess strong verbal and written communication skills in the English language.
• Some knowledge of the Spanish language is useful but not essential.

Skills

• Assist with email management, calendar organisation, and document control. Identifying incoming documents and initiating process flows, updating registers, and maintaining hard copy and electronic files.
• Proficient in the use of Microsoft software, in particular Excel, Word and SharePoint.
• Coordinating meeting requests, agendas, and minutes of meetings. Facilitating meetings, including note/minute taking.
• Working within the Company’s email, filing and task management systems to ensure the project team always has the latest information to hand. Assist with creating and documenting processes and procedures for use on the project.
• Some knowledge of procurement and contract management principles, including purchase orders, invoices, contract variations, etc. and related processes is desirable.

Qualifications & Experience

• Previous experience as a project secretary or project administrator on a large multidisciplinary capital engineering project, ideally in the yacht building/refit, shipbuilding or ship repair environment.
• Will have the right to live and work in Europe, specifically Spain.