Project Admin
12 Month Contract
Bury St Edmunds (Hybrid working)
Job Purpose
To undertake the role of managing the site office, together with broader administrative support provision, across a portfolio of complex projects at different stages of the project lifecycle. Supporting the Project Director in overseeing successful project delivery against challenging timescales through a matrix organisation. To act as the 'go to' person for all site office related matters and issues; enabling the project team to effectively function through the provision of value-added support.
Key Accountabilities
Supporting multiple projects & regional teams
General Bury St Edmunds site office management, including office handbook updates, site inductions, ordering stationary/PPE & car parking
Supporting the onboarding of new team members by organising all IT provision (hardware & software), access rights, company car provision (if appropriate), coordinating first day/week/month activities etc.
Liaising with the office letting agent to resolve any issues (e.g. building cleanliness) & to secure any necessary improvements (e.g. EV charging points)
Acting as the team's Mental Health & Well-being Lead; managing the quarterly team workshops, presenting findings (within team & more broadly, as appropriate) & action resolution
Organising team meetings & supporting delivery, including agendas, minutes, actions & lunches
Raising POs & specific PO management support (e.g. Consenting)
Coordinating & supporting external meetings, as appropriate
Managing meeting room diaries & hotel room bookings
General ad hoc project support & coordination, including hire car bookings
Sharepoint management (as required)
Office First Aider
Knowledge, Experience & Technical Know How
Prior experience of working within a dynamic administration role
Experience of effectively managing a busy site office supporting a portfolio of complex projects across a matrixed organisation
Ability to quickly establish effective, trusted relationships with a broad range of project stakeholders
Excellent interpersonal skills; ability to effectively communicate & negotiate with busy project teams & wider stakeholders, positively influencing their actions (where required)
Pontoon is an employment consultancy. We put expertise, energy, and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, and more. We do this by showcasing their talents, skills, and unique experience in an inclusive environment that helps them thrive.
Note - if you do not hear back within 48 hours of applying, please assume you have been unsuccessful on this occasion, however, we will have your CV and contact details on files should something more suitable arise