Project and Office Administrator

Ridge and Partners LLP; Newcastle (CA); On-site; USD 35,000 - 46,000; Full time

Job summary

Ridge and Partners LLP in Newcastle is seeking a Project and Office Administrator to provide clerical and office support to our clients and multidisciplinary teams.

Key duties include invoicing, purchase orders, debt collection, project forecasting, setting up jobs in the DMS, minutes, and meeting coordination. You will maintain a well-structured filing system and assist with marketing materials and bid administration.

Qualifications

• Experience in office support roles.
• Familiar with document control processes.
• Experience with Common Data Environments (CDE) is advantageous.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Provide clerical and office support to clients and teams.
• Support invoicing, reporting, purchase orders, and debt collection.
• Set up jobs in the DMS and manage them on the project system.
• Maintain a structured project filing system for quick document access.
• Prepare templates, letters, and bid-related administrative duties.
• Assist with meetings, events, minutes, and deadlines.
• Produce marketing material and capability documents as needed.

Skills

MS Windows

Office support

Multiple priorities

Tools

ASITE

Job description

We are searching for a Project and Office Administrator to join our team in the Newcastle office. You will be responsible for providing effective and efficient clerical and office support to our clients and multidisciplinary teams.

What you need to do to be effective in this role?

• Support with all financial duties such as reporting, raising invoices and purchase orders, and debt collecting, monthly project forecast reporting
• Setting up jobs, opening submissions, conversion to projects and management of them on our Document Management System
• Maintain a well-structured project filing system that ensures easy and quick document access
• Set up templates, letters, CV’s and managing the administrative duties related to each bid
• Assist the team with the production of marketing material, and capability documents as well as office related compliance requirements, ensuring all documentation, and certification is available
• Support with the management of meetings, events, social events
• Attend meetings and take minutes where necessary
• Support the team in managing project documentation, reports, and meeting deadlines

The skills and experience you need to have for this role

• Intermediate / advanced MS Windows skills (especially Word, excel, and PowerPoint)
• Experience of working in an office support role
• Prior experience in document control or administrative roles is highly desirable
• Experience with Common Data Environments (CDE), particularly ASITE, is advantageous
• Capable of managing multiple priorities in a fast-paced environment

Personal Attributes

• Ability to gather information from a number of identified sources
• Well organised and methodical with excellent attention to detail
• Good at problem solving with a ‘get it done’ attitude
• Ability to work independently and take initiative, while also being a reliable team player
• Excellent written and verbal communication skills
• Proactive, professional, and eager to learn