Project Admin Assistant

Job Description Summary

Become part of a winning team and help to deliver the Green Energy transition.

As a Project Admin Assistant, you will be working on the portfolio of the projects for Grid Systems Integration in the region.

The successful candidate will be part of a high driven dynamic team.

The role will encompass a wide range of activities demanding a flexible approach to task-management and strong communication and professionalism in undertaken duties.

Job Description

Responsibilities

• Proactively organise team events & meetings, booking venues, catering etc.
• Manage travel arrangements and subsequent expense claims for team.
• Co-ordinate project sites visits.
• Maintain Organisation charts, distribution list management, and team communication.
• Raise requests with Facilities Team to report faults in office / requests from team.
• Support with completion of time sheets in Time Control and chase team to complete.
• Prepare reports from internal systems to provide project specific information i.e., Time Control reports to advise hours booked against project.
• Maintain team holiday chart / excel.
• Raise purchase requisitions for goods and services (stationery, PPE, waste removal, cabin hire etc.).
• Track deliveries to site in liaison with site team and undertake goods receipt activity in SAP.
• Monitor PO's / track invoices.
• Support onboarding activities for new starters, ensuring they have relevant equipment and system accesses.
• Control leaver actions to ensure accounts closed, IT kit returned etc.
• Ensure continued flow of information across project team.
• Arrange DHL of items to and from site.
• Manage incoming and outgoing mail.
• IT support as and when required and raising tickets in MyTech for colleagues.
• Direct / signpost colleagues to relevant GE sites for support (OneHR, MyTech, OneIDM etc.)
• Maintain Training schedule for team ensuring all mandatory requirements met & arrange training where required.
• Manage site-based motor vehicles, including insurance compliance and ensure hire vehicles are updated (added/removed) on Motor Insurance Database (MID).
• Ad hoc / general admin support (typing up notes, photocopying / scanning, electronic filing).

• Excellent communication skills.
• Keen attention to detail.
• Outstanding organizational skills and ability to prioritise tasks.
• Highly motivated with a good work ethic.
• Reliable, trustworthy, and committed to the team's success.
• Able to thrive in a high-volume, deadline-driven work environment.
• Ability to problem solve when issues arise.
• Tenacity to progress issues through to resolution

• Ability to prioritise and anticipate needs.
• Ability to maintain confidentiality of sensitive information.
• Ability to deal with ambiguity and handle stressful and difficult situations effectively.
• Ability to balance workload under short deadlines and changing priorities in a fast-paced environment.
• Internet proficiency and knowledge of web- based applications.
• Proficient computer skills with proficiency in Microsoft Applications (PowerPoint, Word and Excel).
• Excellent oral and written communication skills.
• Exceptional interpersonal and leadership skills.