Project Administrator

Department: Consumer PR & Influence

Location: London

Contract type: 6-Month Fixed Term contract

Full Time/Part time: Full Time

Reporting into: Delivery Director

About Ogilvy

Ogilvy UK has been creating iconic ideas that deliver impact at scale for clients ever since David Ogilvy founded the company in 1948. Ogilvy UK specialises in bringing together brand advertising, customer experience marketing, PR, influence and consulting, all fuelled by Behavioural Science. Our world-class award-winning creative campaigns deliver solutions for clients including Sainsbury’s, Argos, Mondelēz International, Unilever, TK Maxx and Pernod Ricard. In 2023, Ogilvy UK celebrated their 75th anniversary and was the most awarded agency in Europe. Ogilvy is home to the largest influencer marketing practice globally, and hosts the world’s biggest festival of behavioural science and creativity, Nudgestock – now in its 12th year.

About the Role

We're looking for a highly organised, detail-oriented, and proactive Project Administrator to join our vibrant team on a 6 month fixed-term contract. This isn't just an administrative role; it's a pivotal position where you'll be instrumental in enhancing our operational efficiency and ensuring our projects run like clockwork. With the recent implementation of Workday and a high volume of exciting client projects, you'll be the backbone ensuring everything is meticulously organised, financially sound, and perfectly set up for precise reporting. This is your chance to make a tangible difference, supporting our client account and finance teams in a fast-paced, creative environment.

What You’ll Do

• Financial Administration Excellence: You'll accurately set up new projects, tasks, and budgets, ensuring every detail aligns with approved Statements of Work. You'll proactively track estimates, assist with reporting, and ensure strict adherence to financial processes – playing a key role in our financial health.
• Organisational Acumen: You'll be the central point for project documentation, maintaining meticulous records and ensuring everything is version-controlled and audit-ready. Your knack for organisation will keep our projects running smoothly.
• Process Champion & Educator: You'll draft clear internal communications, educate team members on best practices for Workday and administrative procedures, and foster seamless communication between account and finance teams. You'll empower your colleagues to work more efficiently!
• Compliance & Data Consistency: You will manage compliance across our influencer management platforms (Wrike, Trackr, and OCM), ensuring all data is consistent and accurate for auditing and performance measurement.

What You’ll Need

• Proven Administrative Prowess: You've got a solid background in a highly administrative role, ideally within an agency, project-based environment, or a role with significant financial/operational process management.
• Operational Mindset: You're naturally drawn to process, organisation, and efficiency. You thrive on making things run smoothly and methodically.
• Financial Acumen: You understand basic financial principles, budget tracking, and the critical importance of accurate data. Experience with estimates, SoWs, and timesheet management is a big plus!
• Eagle Eye for Detail: You're meticulous and thorough, with an unwavering commitment to accuracy in data entry, documentation, and financial tracking.
• Process-Driven & Adaptable: You love establishing and improving processes, and you're a quick learner when it comes to new systems.
• Proactive & Self-Starting: You anticipate needs, identify potential issues, and take initiative to find solutions.
• Exceptional Communicator: You're clear, concise, and professional, confident in guiding colleagues on administrative procedures.
• Collaborative Team Player: You enjoy working effectively with Project Managers, Account Managers, and Finance.

Benefits

• 25 days annual leave + 1 Volunteer Day
• Enhanced Maternity, Adoption and Shared Parental Leave
• Flexible Working Model with core working hours: 10am – 4pm
• Wellbeing and Health: Up to £25.00 per month towards physical or online exercise class membership, Unmind membership, LifeWorks tool and annual eye tests and development budgets and Wellbeing incentives and activities throughout the year
• Season Ticket Loan and Cycle to Work Scheme
• Life Assurance

Our ambition is to attract the very best diverse talent to Ogilvy, and to be the employer of choice in the UK. We want everyone to feel welcome when they join us, and once they’re here, for them to want to stay with us, grow their career, and to feel they belong with us. We are an equal opportunity employer and we’re committed to creating an inclusive, welcoming environment for everyone who wants to work at Ogilvy. For us, diversity, equity and inclusion is integrated into everything that we do. We believe that for creativity to flourish, everything about how we work must have diversity at its core. Your race, colour, ethnic, religion, gender, gender identity, national origin, sexual orientation, age, marital status, disability, have no bearing on our hiring decisions, but we encourage everyone to feel free to express their true selves in an environment we are consistently striving to make as inclusive as possible. We aim to facilitate an accessible and positive application experience for all candidates. If you require any adjustments from us to support you through the process or expect to require any adjustments to working conditions to be able to best perform in the role, please let us know. We are happy to consider all reasonable adjustments. If you live with a disability and you would like to take advantage of our offer of a guaranteed interview under the Disability Confident Scheme, please ensure you fill out our voluntary Equal Opportunities Questionnaire when applying.