At a Glance
- Tasks: Support project management by coordinating appointments and stakeholder communications.
- Company: Join a dynamic team in Edinburgh with a focus on public sector projects.
- Benefits: Flexible hybrid working, competitive salary, and opportunities for professional growth.
- Other info: Fast-paced environment with a chance to make a real difference.
- Why this job: Be the backbone of exciting projects and engage with the community.
- Qualifications: Experience in project administration and strong customer service skills required.
The predicted salary is between 30000 - 42000 £ per year.
DIVISION/BUSINESS UNIT: Project Management
ACCOUNTABLE TO: Project Management
OFFICE BASE: Edinburgh / Hybrid
CONTRACT: Six Month FTC
SALARY: Dependant on experience
Job Purpose
The Project Administrator plays a key support role within the PMO function, ensuring the smooth coordination of appointments, stakeholder communications, and administrative processes across deployment projects. The role requires strong project administration and coordination experience, ideally within an IT or telecommunications environment, and familiarity with public sector contract environments. The successful candidate will work closely with project managers, engineers, customer service teams, local authority representatives, and residents to ensure efficient scheduling, communication, and delivery support.
Responsibilities
- Appointment & Scheduling Management
- Manage appointment activity for project works, including installations, surveys, and property visits.
- Coordinate diaries for engineers, project staff, and stakeholder visits.
- Manage incoming calls and emails relating to bookings and project queries.
- Reschedule appointments where required, ensuring minimal disruption to delivery schedules.
- Take and process new appointments from “drop‑in” sessions and direct resident contact.
- Maintain accurate scheduling records within internal systems.
- Ensure clear confirmation communications are issued to residents and stakeholders.
- Community & Stakeholder Engagement Support
- Support community engagement activity linked to public sector contracts.
- Farm and monitor social media platforms to identify and prompt new appointment opportunities.
- Attend PR events and community drop‑in sessions with residents to facilitate bookings and answer basic queries.
- Liaise directly with NLC PLOs (Public Liaison Officers) regarding appointments, property access, and resident coordination.
- Potentially buddy with NLC PLOs on property visits to live book appointments directly with residents.
- Maintain professional, customer‑focused engagement in all community interactions.
- Public Sector Contract Support
- Support administrative processes relating to public sector contract delivery.
- Maintain accurate documentation and records in line with contractual compliance requirements.
- Ensure communications and appointment handling align with public sector service standards.
- Assist with reporting requirements as requested by the Project Manager.
- Customer Service & Operational Support
- Act as overflow support for Customer Service teams during peak periods.
- Respond to resident queries and provide updates on project timelines and appointments.
- Escalate complaints or complex issues appropriately and in a timely manner.
- Support internal teams with project documentation, trackers, and reporting updates.
Key Performance Indicators (KPIs)
- Appointment booking and attendance rates
- Response times to calls and emails
- Accuracy of scheduling and system updates
- Reduction in missed or failed appointments
- Positive feedback from residents and public sector stakeholders
- Compliance with contract administrative requirements
Knowledge / Skills / Background / Qualifications
- Proven experience in a Project Administrator or Project Coordinator role.
- Experience managing high volumes of scheduling and appointment coordination.
- Experience working on or supporting public sector contracts.
- Strong customer service experience in a fast‑paced environment.
- Experience handling stakeholder communications, including residents or community groups.
- Experience within IT, telecommunications, infrastructure, or utilities sectors.
- Experience supporting community engagement or PR‑related project activities.
- Familiarity with CRM or scheduling systems.
- Excellent organisational and time management skills.
- Strong written and verbal communication skills.
- Confident telephone manner and professional email communication.
- Ability to manage multiple priorities simultaneously.
- High attention to detail and accuracy.
- Confident engaging with members of the public.
- Proactive and solutions‑focused approach.
- Ability to work independently and as part of a project team.
Project Administrator employer: Commsworld Ltd.
Commsworld Ltd. is an excellent employer, offering a dynamic work environment where collaboration and innovation thrive. With a strong focus on employee development, we provide ample opportunities for growth within the IT and telecommunications sectors, all while contributing to meaningful public sector projects. Our supportive culture values teamwork and customer service, making it a rewarding place to advance your career.
StudySmarter Expert Advice🤫
We think this is how you could land Project Administrator
✨Tip Number 1
Network like a pro! Reach out to your connections in the project management field, especially those in IT or telecommunications. A friendly chat can lead to insider info about job openings that aren't even advertised yet.
✨Tip Number 2
Get social! Use platforms like LinkedIn to showcase your skills and experience. Engage with posts related to project administration and public sector contracts to get noticed by potential employers.
✨Tip Number 3
Prepare for interviews by practising common questions related to project coordination and stakeholder engagement. We recommend role-playing with a friend to boost your confidence and refine your answers.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, we love seeing candidates who are proactive about their job search!
We think you need these skills to ace Project Administrator
Some tips for your application 🫡
Tailor Your CV:Make sure your CV is tailored to the Project Administrator role. Highlight your project administration experience, especially in IT or public sector environments. We want to see how your skills match what we're looking for!
Craft a Compelling Cover Letter:Your cover letter is your chance to shine! Use it to explain why you're the perfect fit for this role. Mention specific experiences that relate to appointment management and stakeholder engagement, as these are key for us.
Show Off Your Communication Skills:Since this role involves a lot of communication, make sure your written application reflects your strong communication skills. Keep it clear, concise, and professional – we love a good communicator!
Apply Through Our Website:Don't forget to apply through our website! It’s the best way for us to receive your application and ensures you’re considered for the role. Plus, it’s super easy to do!
How to prepare for a job interview at Commsworld Ltd.
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the Project Administrator role. Familiarise yourself with the key responsibilities, especially around appointment management and stakeholder engagement. This will help you answer questions confidently and demonstrate your genuine interest in the position.
✨Showcase Your Experience
Prepare specific examples from your past roles that highlight your project administration skills, particularly in IT or telecommunications. Be ready to discuss how you've managed scheduling, handled stakeholder communications, and supported public sector contracts. Real-life examples will make your answers more impactful.
✨Engage with the Interviewers
Don’t just wait for questions; engage with your interviewers. Ask them about their current projects or challenges they face in the PMO. This shows your proactive nature and helps you gauge if the company culture aligns with your values.
✨Demonstrate Your Customer Service Skills
Since the role involves a lot of community and stakeholder interaction, be prepared to discuss your customer service experience. Share instances where you successfully resolved issues or improved communication, as this will highlight your ability to maintain professional relationships.
