At a Glance
- Tasks: Manage the site office and provide admin support for multiple projects.
- Company: Pontoon is an inclusive employment consultancy focused on enhancing workplace opportunities.
- Benefits: Enjoy hybrid working, a supportive team culture, and opportunities for personal development.
- Other info: This is a 12-month contract based in Bury St Edmunds with potential for future opportunities.
- Why this job: Be the go-to person in a dynamic environment while making a positive impact on team well-being.
- Qualifications: Prior experience in administration and strong interpersonal skills are essential.
The predicted salary is between 28800 - 43200 £ per year.
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.
Project Admin employer: Pontoon
At Pontoon, we pride ourselves on being an exceptional employer, offering a dynamic work environment in Bury St Edmunds that fosters collaboration and innovation. Our commitment to employee well-being is evident through our Mental Health & Well-being Lead role, alongside opportunities for professional growth and development within a supportive team culture. With hybrid working options and a focus on inclusivity, we empower our staff to thrive while contributing to the successful delivery of complex projects.
StudySmarter Expert Advice🤫
We think this is how you could land Project Admin
✨Tip Number 1
Familiarise yourself with the specific projects and teams that the Project Admin role will support. Understanding the dynamics of these projects can help you engage more effectively during interviews and demonstrate your proactive approach.
✨Tip Number 2
Network with current or former employees in similar roles to gain insights into the company culture and expectations. This can provide you with valuable information that you can use to tailor your discussions during the interview process.
✨Tip Number 3
Prepare examples of how you've successfully managed administrative tasks in a busy environment. Highlighting your experience in multitasking and supporting complex projects will showcase your suitability for the role.
✨Tip Number 4
Demonstrate your understanding of mental health and well-being initiatives, as this is a key aspect of the role. Be ready to discuss any relevant experiences or ideas you have for promoting a positive work environment.
We think you need these skills to ace Project Admin
Some tips for your application 🫡
Tailor Your CV:Make sure your CV highlights relevant experience in administration and project support. Emphasise any previous roles where you managed a busy office or supported multiple projects, as this aligns with the job requirements.
Craft a Strong Cover Letter:In your cover letter, address how your skills and experiences make you a great fit for the Project Admin role. Mention specific examples of how you've successfully managed office tasks and supported teams in previous positions.
Highlight Interpersonal Skills:Given the importance of communication in this role, ensure you showcase your interpersonal skills. Provide examples of how you've effectively communicated with stakeholders and influenced project outcomes positively.
Proofread Your Application:Before submitting, carefully proofread your CV and cover letter for any errors. A polished application reflects attention to detail, which is crucial for the Project Admin position.
How to prepare for a job interview at Pontoon
✨Showcase Your Organisational Skills
As a Project Admin, you'll be managing multiple tasks and projects simultaneously. Be prepared to discuss specific examples of how you've successfully organised and prioritised your workload in previous roles.
✨Demonstrate Effective Communication
You'll need to liaise with various stakeholders, so highlight your interpersonal skills. Share instances where you effectively communicated complex information or resolved conflicts within a team.
✨Familiarise Yourself with the Company Culture
Understanding the company's values and culture is crucial. Research their approach to mental health and well-being, as this role involves being the Mental Health & Well-being Lead. Show that you align with their ethos.
✨Prepare for Scenario-Based Questions
Expect questions that assess your problem-solving abilities. Think of scenarios where you've had to manage unexpected challenges in a busy office environment and how you handled them.
