Project Admin for Offshore Wind

Wood Thilsted; Warszawa; On-site; PLN 60,000 - 85,000; Full time

Job summary

Wood Thilsted, Warsaw office, seeks a seasoned Project Administrator to support the PE&G team across projects. You will coordinate document control, client communications, and reporting, enabling PMs to focus on delivery.

The role requires 2+ years in project management and client-facing work, with experience in document control systems such as Aconex, PIMS, and Assai. Strong MS Project/Primavera skills are valued.

Qualifications

• 2+ years of experience with project management and client-facing roles.
• Experience using document control systems eg. Aconex, PIMS, Business Collaborator, Assai.
• Experience in an engineering company, offshore wind industry is a plus.

Responsibilities

• Project document control, including client transmittals, queries, and deliverables, ensuring ISO 9001 compliance.
• Managing project email accounts and routing to team members.
• Organising meetings agendas and minutes.
• Generating and presenting key project data using Project Accounting software and trackers.
• Providing invoicing support across projects.
• Producing project reports and insights from data sources for client updates.
• Providing resource management support to heads, leads and PMs.

Skills

Project management

Client-facing

Document control

Stakeholder comms

Tools

Aconex

PIMS

Business Collaborator

Assai

MS Project

Primavera P6

Job description

Wood Thilsted is a boutique engineering consultancy focused on all aspects of foundation design and project development within the offshore wind energy industry. We operate globally with projects located in Northern Europe, North America and Asia, and deliver foundation designs and expertise for industry-leading projects and clients.As a company, we strive for two things: technical excellence and providing the best overall value to our clients. As a culture, knowledge sharing, mutual trust, and a great social atmosphere is key.

We currently employ a staff of over 160, mostly based in UK or Denmark but also from offices in Poland, Taiwan,Japan and South Korea with exciting opportunities on the horizon.

As part of our growth strategy, we areseeking aseasonedProject Administratorto join our Polish office, supporting projects across our business.

About theProject Excellence and Governance (PE&G)team:

Wecoordinate project support across the company. By creating,maintaining, and improving standard project documentation,toolsand processes, we enable Project Managers (PMs) and the wider project team to focus on their innovative work and achieve excellence in delivery.

There are threemain areasof responsibility that we cover:

1. Project Support
2. Process implementation & improvement
3. Wider company support

Your keyresponsibilities will include:

• Project document control, including client transmittals, queries, and deliverables, ensuring compliance with ISO 9001 quality standards.
• Managing project email accounts, routing emails to the appropriate team members, and ensuring they are actioned.
• Organising meetings agendas and minutes
• Generating & presenting key project data/ information – using our Project Accounting software to produce reports and extracting data from trackers and registers to be fed into regular client progress reviews.
• Providing invoicing support across projects.
• Producing project reports and insights by extracting data from project accounting tools, trackers, and registers for client updates.
• Providing resource management support to department heads, leads, and project managers on ad hoc project requests.
• Reviewing and creating processes – either independently, or in collaboration with the wider team, ensuring all processes are in alignment with key company and/or client requirements.

About you:

• Experience using document control systems eg. Aconex, PIMS, Business Collaborator, Assai.
• 2+ years of experience with project management and client-facing roles
• Have worked within an engineering company, particularly offshore wind
• Experience using Microsoft Project (MSP) and/or Primavera P6

As well as willingness to:

• Takeownershipand ability to manage multiple demands while keeping stakeholders informed

• Ability to work under pressure/meet deadlines

• Ability to work without supervision and to use own initiative

In return we offer you excellent opportunities to influence your daily work, develop new competences and work on interesting projects. At Wood Thilsted, we care about ourpeople,and we are committed to a brighter future. We have defined our set of values andbehavioursthat are at the heart of everything we do. Our work environment is a place where everyone can be themselves and be their best. We are result-orientated and innovation-driven at a high professional level and with excellence in delivery. Besides this we also offer competitive compensation and flexibility in working hours.

In case of any further questions, please reach out to Rose Seymour at [e-mail]

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Wood Thilsted is an equal opportunity employer and is committed to creating an inclusive and supportive environment for all employees.