Project Administrator

About the Role

The Project Administrator will provide effective, efficient and professional support to the Critical Commissioning Management Team and project staff, ensuring compliance with quality management systems and maintaining smooth information flow while supervising other Project Administrators in the Commercial team. Key duties include managing business correspondence, maintaining confidentiality, supervising the PA team, and delivering high‑quality service to internal and external customers. The role also involves coordinating travel, handling diary management, and supporting event and meeting organisation. • Add new opportunities to the Staff Chart using fee spreadsheet data. • Liaise weekly with Account Leads and Principal Project Managers to update project requirements and flag utilisation issues. • Convert pipeline projects to firm orders and update resource timelines. • Schedule and conduct weekly resource review meetings. • Present the Staff Chart highlighting movements and new requirements. • Record meeting actions and update the chart accordingly. • Train and coach new Project Administrators on company systems and processes. • Supervise the PA team in producing monthly client cost reports. • Coordinate with Finance for monthly billing, project forecast updates, and status changes. • Generate staff utilisation reports and assist in preparing cost reports. • Ensure all documentation follows required templates. • Take minutes and follow up on actions from project meetings as needed. • Manage travel and accommodation bookings for staff. • Respond to customer queries and manage diaries. • Organise events, meetings, hospitality and liaise with internal/external customers and suppliers. • Research information ahead of meetings and prepare collated documentation. • Produce agendas, management information, and minutes promptly. • Provide hands‑on administrative support and ad‑hoc duties for delivery teams. • Lead Project Administrator duties in his/her absence, including BID preparation, SharePoint project set‑up, updating sales reports, maintaining CRM contacts, and supporting Board meeting actions. • Answer calls, greet visitors, and maintain hard and soft copy filing systems. • Support engineers on the Nucleus platform and assist with resource allocation reviews. • Manage QA Gateways on the EBS internal system. • Maintain computer records. • Communicate effectively, influence and persuade stakeholders. • Work cooperatively with colleagues across departments.

Key Responsibilities

• ▸staff chart
• ▸utilisation reporting
• ▸finance coordination
• ▸sharepoint setup
• ▸qa gateways
• ▸team supervision

What You Bring

• Demonstrate client focus, service orientation, and personal responsibility. • Adapt to new ideas and ways of working. • Minimum 2 years experience in a similar administrative role. • High attention to detail and ability to meet deadlines. • Proficient with Microsoft Office Suite, including Outlook. • Ability to take direction from multiple professional levels. • Ability to work under pressure, both independently and within a team.

Requirements

• ▸client focus
• ▸admin experience
• ▸detail-oriented
• ▸microsoft office
• ▸adaptability
• ▸teamwork

Benefits

The firm believes that meaningful work adds value to the world, that ideas inspire positive change, and that collaboration is the best way forward. As a 100‑percent employee‑owned organisation, HDR supports career advancement and offers opportunities for growth. HDR’s culture, shaped by employee ownership and strong values, encourages networking, collaboration and personal development, offering multiple growth opportunities for employees who join the company.

Work Environment

Hybrid