Project Administrator

Around the world, SYSTRA’s specialists plan, design, integrate, test, commission, project manage and deliver mass transit and mobility solutions that are relied on by more than 50 million people every day.

For more than 60 years, the Group has been committed to helping cities and regions contribute to their development by creating, improving and modernising their transport infrastructure with sustainability, accessibility and innovation at the heart of our designs. With over 10,300 colleagues globally and around 1000 in the UK & Ireland we are growing significantly and seeking out the very best talent to join the SYSTRA signature team and be part of leading the way in infrastructure design.

Context

The Project Services (PS) Administrator is primarily responsible for delivering comprehensive administrative support to the Project Services team and PMO (Project Management Office). This role ensures the smooth running of day-to-day operations and effective communication across the business by managing key administrative processes and documentation.

• Oversee and organise inboxes and calendars for PMO and Project Services.
• Compile, format, and update reports and documentation using standard office software (Word, Excel, PDF, PowerPoint).
• Provide general support to the team to maintain efficient workflows and operations.
• Manage own workload effectively, prioritising tasks to meet deadlines and respond to changing demands
  • Assist in coordinating the administration aspects of PMO and PS activities.
  • Help maintain and update project documentation and dashboards.
  • Support the scheduling of meetings, preparation of agendas, and minute-taking.

Missions/Main Duties

• Maintain team performance metrics and dashboards, primarily on the Operations SharePoint site.
• Organize and update the library of PMO materials, records, guidance notes, and processes.
• Manage active client records, approvals, supplier positions, client feedback, lessons learned, and project references to support business compliance.
• Update and maintain project records and system data as required.
• Contribute to continuous improvement initiatives to enhance project efficiency and processes.
• Serve as a central point of contact for all administrative queries and tasks
• Inbox Management x 2
• Issue reports to PM’s in preparation for WIP chasing
• Setting up clients in IFS – Prospects and Customers
• Running credit checks
• Issuing Customer Account set up forms to clients or PM’s and chasing for the completed forms.
• Board Pack Slide Preparation Support
• Requesting expired insurances (Renewals)
• Updating missing project fields
• Monthly project checks
• Updating Project Services handbooks, with guidance notes

Profile/Skills

• Familiarity with SharePoint for document management and collaboration.
• Experience with Power BI for basic data reporting is a plus but not essential.
• using standard office software (Word, Excel, PDF, PowerPoint).

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