Project Services 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

Join SYSTRA as a Project Services Administrator and become part of a busy team dedicated to supporting innovative and challenging projects. With flexible hybrid working arrangements available, you can be based at our offices in Manchester, Leeds, or York, and choose between full-time or part-time hours in a job share.

As a Project Services Administrator, you’ll play a vital role in ensuring the smooth administration support of our Project Services team and PMO (Project Management Office). If you’re passionate about problem-solving, Excel, and delivering excellent customer service, this could be the perfect position for you! Key responsibilities include managing inboxes and calendars, compiling and formatting reports, and contributing to various project-related activities. An interest in developing your skills in SharePoint and Power BI will be highly valued. We’re seeking a proactive individual with a positive attitude and a strong desire to support others.

Missions/Main Duties

Administrative Support:

• Provide administration support to the teams to ensure smooth operations.
• Manage inboxes and calendars for PMO and Project Services.
• Compile, update, and format reports and other documentation using Word, Excel, PDF, PowerPoint, and occasionally other software.

Project Coordination:

• Assist in the coordination and administration of PMO and PS activities to ensure smooth project operations.
• Maintain and update project documentation, reports, and dashboards.
• Assist relevant team members in scheduling meetings, preparing agendas, and documenting minutes.
• Arrange project workshops, training, and well-being sessions.

Documentation and Records Management:

• Support the maintenance and presentation of team performance metrics and dashboards on the Operations SharePoint site.
• Maintain the library of PMO materials, updated records, guidance notes, and working instructions on the Operations SharePoint site.
• Create and maintain SYSTRA’s active client records and approvals.
• Maintain SYSTRA’s approved supplier position, client accolades, feedback, lessons learned, project references, and other records for business compliance.
• Assist with the updating and maintenance of project records and system data as required.

Continuous Improvement:

• Contribute to continuous improvement initiatives to enhance project efficiency and processes.
• Act as a point of contact for the teams.

Profile/Skills

• Proficiency in Microsoft Office Suite: Especially Excel, Word, PowerPoint, and Outlook.
• Interest in or Experience with SharePoint: Ability to maintain and update SharePoint sites.
• Document Management: Ability to compile, update, and format reports and other documentation.
• Inbox and Calendar Management: Efficiently manage multiple inboxes and calendars.
• Project Coordination: Assist in scheduling meetings, preparing agendas, and documenting minutes.
• Records Management: Maintain and update project documentation, reports, and dashboards.
• Interest in Power BI: Interest in learning and using Power BI for data visualization and reporting.

Interpersonal Skills:

• Customer Service: Excellent customer service skills to support team members and stakeholders.
• Communication: Strong written and verbal communication skills.
• Teamwork: Ability to work collaboratively within a team.
• Problem-Solving: Strong analytical and problem-solving abilities.

Personal Attributes:

• Proactive Attitude: A can-do attitude and willingness to help others.
• Attention to Detail: High level of accuracy and attention to detail.
• Organisational Skills: Strong organisational and time management skills.
• Adaptability: Ability to adapt to changing priorities and work under pressure.

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