Overview
Project Administrator Jobs in Farringdon, England, United Kingdom at Oktra
Title: Project Administrator
Company: Oktra
Location: Farringdon, England, United Kingdom
About the Company
Oktra are the UK’s leading workplace design & fit out company creating unrivalled workspaces that drive performance.
We provide complete workplace consultancy, from a single office relocation, design and fit out, to workspace planning, refurbishment, and interior branding on a global scale. Our clients rely on us to craft bespoke and sustainable workspaces and our proudest moments are seeing their first reaction when the doors open to their new offices.
Based in Central London, with a regional presence in the South, Midlands and North of England. Core activity is design, project management and delivery of high-end workplace interior fit outs.
Role overview
The Project Administrator role is an overarching role that spans the project lifecycle and support the business unit. It requires interaction & coordination with all disciplines within the business unit to ensure the functional and harmonious design and deliver of projects, and in turn, the successful operation of the business unit.
Key Responsibilities:
General
- Take minutes in weekly internal meetings, note the deliverables, and chase accordingly
- Coordinate team diaries to schedule meetings
- Organising team social events/ client events upon instruction
- Coordinate refreshments and requirements for meetings – internal & client.
- Coordinate & Submitting Managing Directors Expenses
- Procure and schedule deliveries (both project procurement, as well as site management requirements) as per team requirements
- Own and manage Project Tracker with relevant information.
- Ensure business unit activities meet with organisational requirement for quality management, health and safety legal requirements, environmental policies, and general duty of care. As well as the reporting of energy management for accreditations.
- Administrative tasks as and when required.
Design
- Print approved drawings for site.
- Ensure site have the latest version of published drawings.
- Support design team as and when required.
Construction/ Onsite
- H&S File/ Site set up.
- BIM 360 portal Project set up & ongoing management – troubleshoot any issues with users (designers, subcontractors & Site Managers) as they arise.
- Regular engagement with Site Managers to arrange couriers for any Drawings/IT/ Files & Docs/ Stationary is needed onsite.
- Organise project close out administration procedures
Post Completion
- Prepare Handover book in advance of PC Date, including obtaining
- Commissioning Certificates
- Building Control Approval Letters
- Draft O&M Link
- Handover Checklist Preparation
- Coordinate with client project team on O&M requirements
- Liaise with subcontractors on submission deadlines
- Liaise with appointed O&M consultant to ensure deadlines are being maintained
- Organise & minute lessons learnt meetings
Pre-Construction
- Manage PQQ submission process for all new subcontractors and suppliers
- Minuting kick off meetings & circulate to wider project team
- Coordinate key internal milestone meetings with project team to align with internal processes
- Organise site visits
Sales
- Prepare RFI & PQQ submissions for business unit submissions
Document Control
- Proficient in document management systems – experience in ACC/Procore or similar
- Liaison with sub-contractors
- Liaison with client consultant team
Essential Skills & Experience
- Able to work under pressure, proactive and hard working
- Good communicator
- Independent, and able to stand on 'own two feet' but capable of being a team player
- Diligent and detailed
- Highly organised
- Ability to occasionally interact with clients in a polite and professional manner
- Ability to make good judgement and make quick decisions
- Good project coordination skills
- A relevant Bachelor’s degree
- Experience in working in a team with a sales context
- Clear understanding of standard Oktra work practices
- Clear understanding of the Design & Build project lifecycle
- Able to use Outlook, Excel, Word
*Oktra is an Equal Opportunity Employer. Oktra seeks applications from all backgrounds to join our teams and we encourage our employees to bring their authentic, original, and best selves to work.
