WHAT DOES A PROJECT ADMINISTRATOR DO?

Published: Nov 18, 2024 - The Project Administrator establishes project plans from town planning application to site initiation, coordinating dual occupancy tasks to ensure timelines and budgetary targets are met for contract signings, permits, and site starts. This role enhances customer satisfaction by managing precise documentation and maintaining clear communication with all stakeholders, alongside administering building contracts in compliance with company procedures and relevant legislation. Additionally, the administrator supports project management through the creation and upkeep of essential documentation, orchestrates workshops and meetings, and facilitates on-site visits, acting as a crucial liaison among sales teams, customers, and staff.

A Review of Professional Skills and Functions for Project Administrator

1. Project Administrator Duties

  • Project Control Support: Supporting all functions of the project controls team such as risk management, cost & schedule reporting, document control, and contract management.
  • Purchase Requisition Entry: Entry of purchase requisitions into Oracle and associated changes to the purchase orders.
  • Invoice Management: Invoice receiving in Oracle, including Holdback release packages and withholding tax.
  • Month-End Accrual Coordination: Coordination of month-end accruals.
  • Project Expenses Management: Complete project expenses and manage logistics for project-related activities.
  • Meeting Coordination and Preparation: Arranging meetings with user groups, preparing electronic presentations, and spreadsheets.
  • Documentation and Action Tracking: Documenting meeting minutes, producing action plans, and following up on action items.
  • Administrative Support: Providing overall administrative support to the project.
  • Compliance Alignment: Alignment with corporate/regulatory compliance and governance.
  • SharePoint Maintenance: Helping to maintain a project SharePoint site to manage critical project documentation and workflow processes.
  • Procedure and Deliverable Tracking: Maintaining project procedures for activity tracking, managing the procedure, creating tracking sheets, and tracking deliverable status.

2. Project Administrator Details

  • Project Planning: Set up project plans to forecast and then monitor key tasks from town planning application to site start.
  • Task Coordination: Coordinate dual occupancy project tasks to ensure that budgeted contract signings, permits & site starts are achieved within required time frames.
  • Customer Satisfaction: Maximise customer satisfaction through accurate documentation and clear communication with all stakeholders.
  • Contract Administration: Administer (HIA) domestic building contracts by the company’s procedures and the Domestic Building Contracts Act.
  • Project Communication: Communicate project progress to stakeholders & customers.
  • Procedure Development: Participate in the development and implementation of standard operating procedures.
  • Documentation Management: Drive the process of documentation development for each project and be the point of contact for sales teams, customers, and operational staff.
  • Administrative Support: Assisting the Programme Manager and Project Managers with administrative duties and processes, including alerting them to issues as they arise.
  • Meeting & Workshop Coordination: Scheduling and organizing workshops and regular meetings, including preparing and distributing project material and recording key actions/decisions.
  • On-Site Visit Management: Organizing and overseeing on-site visits (Clients/Suppliers).
  • Document Updates: Creating and updating key project documentation.

3. Project Administrator Responsibilities

  • Project Setup and Updates: Set up/update projects and status (including hard and electronic files).
  • Document Formatting and Filing: Format and file documents.
  • Data Management and Document Creation: Manage data and produce documents and presentations.
  • Inquiries Management: Deal with telephone and email inquiries.
  • Document Handling: Photocopy and print various documents.
  • Paperwork Organization: Organise and store paperwork, documents, and computer-based information.
  • Filing System Maintenance: Create and maintain filing and other office systems.
  • Staff Liaison: Liaise with staff in other departments and with external contacts.
  • Meeting Coordination: Coordination of project meetings.
  • Team Meeting Participation: Attend team meetings and calls, including the weekly resourcing call.
  • Project Manager Support: Proactively support Project Managers.

4. Project Administrator Job Summary

  • Team Liaison: Liaison between the production team, business development, and finance team to ensure a smooth transition of resources and financial administration at all phases of work.
  • Project Activation: Work with the business development team at project kick-off to fully activate the project in the project management system.
  • Revenue Forecasting: Record and maintain forecasted revenue for design services across all active projects.
  • Project Administration: Maintain timely and accurate project administration and information.
  • Project Health Reporting: Report bi-weekly on project health for all active projects.
  • Utilization Reporting: Provide weekly utilization updates to Pophouse leadership.
  • Financial Monitoring: Track the financial performance of projects, monitoring project progress and scope with regular status updates to the design team and leadership.
  • Resource and Budget Coordination: Meet weekly with project leads to project resources, review and update the status of the project budget, schedule, manage invoicing, and update project health in the project management system.
  • Invoicing Management: Work closely with the accounting team to manage regular invoicing of active projects as well as the process for month-end invoicing.
  • Resource Planning: Utilize resource planning tools to mitigate risk and foreshadow resourcing conflicts, and work with the lead design staff to project and manage resourcing for active project needs.

5. Project Administrator Accountabilities

  • Project Planning Support: Assist the Programme Manager and Project Managers in the production and maintenance of project plans.
  • Governance Support: Support the set-up and operation of the governance process and recording and follow-up of actions and decisions.
  • Document Management: Maintain the program document repository and help ensure that all required records are kept secured and appropriately filed.
  • Report Coordination: Coordinate and support the production of program reports and dashboards, program-related events, reviews, and workshops.
  • Cost and Claims Management: Set up and maintain systems for recording program/project costs, and working with the Grants Officer, process claims accurately and promptly to ensure that Digital Catapult is paid on time.
  • Risk and Issue Management: Ensure that risk and issue logs and change control records are maintained and support Programme Team members in the effective management of these.
  • Communication Management: Preparing and facilitating key communications/updates.
  • Recruitment and Onboarding Support: Assisting with recruitment activity, including managing the onboarding of new resources/sub-contractors and procuring kit and supplies for the Programme/Project teams.
  • Policy Implementation: Ensuring key policies and procedures are implemented.
  • Stakeholder Liaison: Acting as a general point of contact for the project team and wider stakeholder group.