Project Administrator

Role Details

Job Description

PROJECT ADMINISTRATOR 

Vacancy:  Project Administrator 

Reference: PA/11/2024  

Date:   9th November 2024 

Contract: Permanent 

Hours of Work:  Full Time (36.25 hours per week) 

Reporting to: PMO Director    

Location: Hybrid working between home and one of our UK offices: Lisburn (Northern Ireland) or Bury St Edmunds (Suffolk) 

 

At Xperience we deliver business efficiencies through Digital Transformation.  

 

We put our clients at the heart of everything we do, helping them create better, faster processes, build stronger customer relationships, strengthen data security, accelerate profitability and position them for growth. That’s why we’ve got over 1,100 clients who are more efficient, more productive and more profitable just because they work with us. And, it’s why 95% of our clients say they would recommend us. But really, it’s our people that make the difference at Xperience. They have the expertise and ambition to collaborate with our clients to guide them towards the optimum solution. Together as a team and through partnerships with world leaders in technology, we provide smart solutions that provide real digital transformation in businesses, including Cloud, ERP, CRM, Managed IT, and Cyber Security. 

 

The Role 

 

As a Project Administrator, you'll play a crucial role in the smooth operation of project activities. Reporting directly to the Project Delivery Lead, the role is key to the project management office within Xperience. This position requires meticulous attention to detail in maintaining data within project management and financial systems. The ability to support Project Managers in the simultaneous execution of various projects is essential, ensuring that resources are scheduled effectively from the start to the end of each project.​ 

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The Project Administrator must also be confident at generating detailed reports and analysis to assist management in decision-making. Overseeing the handover of projects and tracking their progress is a key responsibility, as is ensuring adherence to established company procedures.​ 

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Organisational skills are key, as the Project Administrator will coordinate project meetings, take minutes, and act as the main point of contact for the project team. Maintaining up-to-date and accurate project documentation and records is also a significant part of the role, highlighting the importance of this position in achieving project success and organisational efficiency. 

 

 

 

 

 

Additional Information

Key Responsibilities: 

 

• Monitor Presales requests and scheduling / follow up with Delivery and Commercial teams.​ 

• Establish and maintaining report on lead times for project allocation, scoping, and delivery.​ 

• Monitoring of Project and Service (UAT) boards for timely and accurate conversion (hours sold verses Project Budget) and UAT Ticket responses / closure in line with agreed process standards.​ 

• Assist with budget preparation and financial tracking throughout the project lifecycle. Including preparation of inputs and participation in finance review sessions.​ 

• Review and drive operational project reporting process with follow up via the Project and Delivery leads to enable accurate and timely invoicing and reporting.​​ 

• Assist in the planning, execution, and closing of projects. This includes scheduling meetings, updating project schedules, and ensuring that transition deadlines are met.​ 

• Assist in resource allocation, ensuring that the project has the necessary resources at the right times.​ 

• Monitor requests for purchasing with Xperience’ s purchasing team, ensuring the correct kit list is procured and delivered successfully​ 

• Ensure timely procurement and scheduling of 3rd Party service providers​​ 

• Act as a point of contact for project team members, stakeholders, and clients. Effectively consolidate and communicate project status, issues, and risks to all stakeholders.​ 

• Help identify and mitigate project risks.​​ 

• Manage requests for purchasing with Xperience’s purchasing team, ensuring the correct kit list is procured and delivered successfully.​ 

• Managing travel, accommodation booking and logistics for the team​​ 

• Support continuous improvement of project delivery including post Go Live reviews and lessons learned sessions.​ 

• Keep up to date with current best practice in project management.​​ 

• Anything else that management deem relevant to ensure that the customer experience is exceptional. 

Experience Required

Essential:   

 

• At least two year’s previous experience working in a support, administrative or coordination function ​ 

• Excellent written and verbal communication skills​ 

• Proven experience of communicating confidently with internal and external stakeholders ​ 

• Excellent organisational skills and confident in recording, tracking and reporting on tasks, progress and challenges​ 

• Able to analyse potential problems and identify routes to resolution​ 

• Actively contribute to and enjoy being part of a team​ 

• Able to manage time effectively and proficient at multitasking​ 

• Pro-active; identifying areas to improve and processes to introduce consistent results​ 

• Proficient in Microsoft applications (including Excel, Word and Outlook) ​ 

• Ability to work under pressure, be self-motivated and have the ability adapt quickly​ 

• Willing to commute to our office a minimum of two days per week​ 

• Valid Right to Work in the UK (We do not currently hold a visa sponsorship licence)  


• Desirable:   
  
  
  
  • 3 years’ experience in Project Administration​ 
  
  
  
  
  
  
  • Prince2 qualified or other project management methodologies experience​ 
  
  
  
  
  
  
  • Experience of operating within the software and service industries​ 
  
  
  
  
  
  
  • Previous experience of using CRM, ERP and Project Management systems​ 
  
  
  
  
  
  
  • Excited by change and ability to excel in a fast-paced environment 
  
  
  
   
  
  Benefits Package 
  
   
  
  
  
  • 30 days annual leave plus 8 bank holidays  
  
  
  
  
  
  
  • 1 additional day’s leave for your birthday  
  
  
  
  
  
  
  • Employer pension contribution of 3% 
  
  
  
  
  
  
  • Hybrid working 
  
  
  
  
  
  
  • Cycle to Work Scheme  
  
  
  
  
  
  
  • IT Purchase Scheme  
  
  
  
  
  
  
  • Access to Skillsoft Learning and Development Platform  
  
  
  
   
  
  *T&Cs apply based on contract  
  
   
  
  Competencies required for role:  
  
   
  
  Teamwork and Collaboration  
  
  Shares knowledge and works across departments and locations, working co-operatively and supportively with colleagues. 
  
    
  
  Results Focused/Problem Solving  
  
  Prioritizes tasks, overcomes obstacles, and accepts ownership of work assigned. Owns actions that deliver results.   
  
   
  
  Developing Yourself & Others  
  
  A quick learner who is able to acquire and apply new knowledge and skills whilst learning from experiences and mistakes.   
  
   
  
  Xperience is an equal opportunities employer. 
  
   
  
  How Do I Apply?
  
  Please send CV to [email protected] by the closing date.