At a Glance
- Tasks: Support project lifecycle by coordinating meetings, managing documents, and ensuring smooth operations.
- Company: Join a dynamic team at Oktra, an equal opportunity employer.
- Benefits: Gain valuable experience, develop skills, and enjoy a collaborative work environment.
- Other info: Perfect for proactive individuals looking to grow in a fast-paced environment.
- Why this job: Be the backbone of exciting projects and make a real difference in a supportive team.
- Qualifications: Strong organisational skills and ability to work independently and as part of a team.
The predicted salary is between 30000 - 40000 £ per year.
The Project Administrator role is an overarching role that spans the project lifecycle and supports the business unit. It requires interaction and coordination with all disciplines within the business unit to ensure the functional and harmonious design and delivery of projects, and in turn, the successful operation of the business unit.
Key Responsibilities
- Take minutes in weekly internal meetings, note the deliverables, and chase accordingly.
- Coordinate team diaries to schedule meetings.
- Organise team social events/client events upon instruction.
- Coordinate refreshments and requirements for meetings – internal and client.
- Procure and schedule deliveries (both project procurement, as well as site management requirements) as per team requirements.
- Own and manage Project Tracker with relevant information.
- Ensure business unit activities meet with organisational requirements for quality management, health and safety legal requirements, environmental policies, and general duty of care, as well as the reporting of energy management for accreditations.
- Perform administrative tasks as and when required.
- Print approved drawings for site and ensure site has the latest version of published drawings.
- Support design team as and when required.
- Manage H&S File/Site set up.
- Set up and manage BIM 360 portal project, troubleshooting any issues with users (designers, subcontractors, and Site Managers) as they arise.
- Engage regularly with Site Managers to arrange couriers for any Drawings/IT/Files & Docs/Stationery needed onsite.
- Organise project close out administration procedures.
- Prepare Handover book in advance of PC Date, including obtaining Draft O&M Link and Handover Checklist Preparation.
- Coordinate with client project team on O&M requirements.
- Liaise with subcontractors on submission deadlines.
- Liaise with appointed O&M consultant to ensure deadlines are being maintained.
- Manage PQQ submission process for all new subcontractors and suppliers.
- Minute kick off meetings and circulate to wider project team.
- Coordinate key internal milestone meetings with project team to align with internal processes.
- Prepare RFI & PQQ submissions for business unit submissions.
- Proficient in document management systems – experience in ACC/Procore or similar.
- Liaison with sub-contractors and client consultant team.
- Able to work under pressure, proactive and hard working.
- Independent, and able to stand on 'own two feet' but capable of being a team player.
- Highly organised with the ability to occasionally interact with clients in a polite and professional manner.
- Ability to make good judgement and quick decisions.
- Experience in working in a team with a sales context.
- Clear understanding of standard Oktra work practices and the Design & Build project lifecycle.
- Able to use Outlook, Excel, Word.
Oktra is an Equal Opportunity Employer. Oktra seeks applications from all backgrounds to join our teams and we encourage our employees to bring their authentic, original, and best selves to work.
Project Administrator employer: Oktra
At Oktra, we pride ourselves on fostering a collaborative and inclusive work culture that empowers our employees to thrive. As a Project Administrator, you will benefit from comprehensive professional development opportunities, a supportive team environment, and the chance to engage in exciting projects within a dynamic business unit. Located in a vibrant area, we also organise regular social events to strengthen team bonds and enhance your overall work experience.
StudySmarter Expert Advice🤫
We think this is how you could land Project Administrator
✨Join Construction Networks
Get yourself involved in local construction networks or industry events. They often have job boards, and networking can lead to unadvertised positions. Plus, it’s a great way to meet potential future colleagues!
✨Show Off Your Skills on Site
If you’ve done any hands-on work, whether it's through internships or personal projects, make sure you can showcase it. Consider volunteering for local construction projects or getting involved in community build days; it’s a solid way to demonstrate your skills and build connections.
✨Utilise Construction Job Sites
Don't just rely on the big job boards. Look at niche construction job sites—many companies prioritise these for full-time roles. Apply through these sites, but don’t forget to reach out directly to companies you admire, like Oktra, to express your interest!
✨Tailor Your Application for Full-Time Roles
Make your application stand out by tailoring it specifically for full-time positions. Highlight how your previous projects align with the company's work. At StudySmarter, we encourage you to demonstrate your commitment and long-term interest in the industry when applying for roles like Project Administrator at Oktra.
We think you need these skills to ace Project Administrator
Some tips for your application 🫡
Showcase Your Relevant Experience:In the construction industry, it's essential to highlight any hands-on experience you have. Whether it’s past projects you've worked on or specific roles you've held, make sure your CV emphasises your practical skills and contributions to construction sites.
Include Certifications and Qualifications:Don’t forget to list any certifications relevant to construction, like CSCS cards or other safety qualifications. These can really set you apart from other candidates and show that you’re serious about health and safety on-site.
Tailor Your Cover Letter to Construction:When writing your cover letter for a construction role, focus on your problem-solving capabilities and teamwork. Construction relies heavily on collaboration, so mention how you’ve worked successfully with others to complete projects on time and within budget.
Adapt Your CV Format to the Field:Ensure your CV is clear and easy to read, with sections dedicated to skills such as project management, technical abilities, and site supervision. Construction roles often require a blend of technical know-how and soft skills, so make sure both are highlighted effectively.
How to prepare for a job interview at Oktra
✨Brush Up on Technical Knowledge
For a construction role, it's crucial we have a solid grasp of industry standards, safety protocols, and specific tools used on-site. Make sure you're familiar with relevant regulations and can talk confidently about them, as these often come up in interviews.
✨Showcase Your Projects
Since this is a full-time position, be ready to discuss any previous construction projects you've worked on. Bring a portfolio or have detailed descriptions that highlight your role, the challenges you faced, and how you overcame them—this’ll show you’re not just book-smart but also practically savvy.
✨Understand the Team Dynamics
Construction is all about teamwork, so prepare to discuss how you interact with different stakeholders like architects, engineers, and contractors. Maybe think of examples from past experiences to illustrate your ability to communicate and collaborate effectively.
✨Prepare for On-the-Spot Problem Solving
Be ready for some practical questions or scenarios where you'll need to demonstrate your problem-solving skills. Interviewers might present you with a hypothetical construction issue to solve, so practice articulating your thought process clearly and logically—this could really set you apart!
