Role purpose
MS Webb is seeking an organised, proactive and customer-focused Project Administrator to provide essential administrative, commercial and coordination support to the Engineering Department.
The role will support projects from initial enquiry and quotation through to ordering equipment, tracking delivery, coordinating project documentation and keeping clients updated on progress. The Project Administrator will act as an important link between clients, engineers, suppliers and internal departments, helping to ensure projects are delivered efficiently, professionally and to agreed timescales.
Key responsibilities
· Prepare, issue and maintain customer quotations in line with engineer and management instructions.
· Obtain supplier quotations, prices and lead times for materials, equipment and specialist services.
· Raise purchase orders accurately, submit them to suppliers and maintain clear procurement records.
· Track orders, deliveries and outstanding items, escalating delays, shortages or discrepancies promptly to the Engineering team.
· Maintain accurate project files, quotation registers, purchase-order records, cost trackers, delivery information and project status reports.
· Liaise with clients by telephone and email, providing clear and timely updates on project status, anticipated equipment delivery, planned works and completion dates.
· Act as a central point of contact between clients, engineers, suppliers and relevant internal departments.
· Support project planning and coordination, including arranging meetings, maintaining action logs and ensuring required information is available to the delivery team.
· Assist with project handover packs, completion paperwork, customer documentation, invoicing support and associated administrative records.
· Update BigChange with relevant job, project, customer and operational information, ensuring records are accurate and current.
· Maintain organised electronic and paper filing systems in accordance with company procedures and data-protection requirements.
· Identify potential risks to programme dates, material availability, delivery schedules or project costs, and raise these promptly with the Engineering Manager.
· Support the Engineering Department with general administration and ad-hoc tasks as required.
Person specification
Essential skills and experience
· Previous experience in a project administration, engineering administration, contracts administration, purchasing, procurement or comparable coordination role.
· Strong administrative and organisational skills, with excellent attention to detail.
· Experience preparing quotations, purchase orders, client-facing documents or project records.
· Confident and professional communication skills, both written and verbal, with the ability to liaise effectively with clients, engineers, suppliers and colleagues.
· Ability to manage competing priorities, work to deadlines and follow tasks through to completion.
· Commercial awareness, with the ability to check pricing, delivery dates, supplier information and purchase-order details.
· Good working knowledge of Microsoft Office, particularly Excel, Outlook and Word.
· A proactive, solution-focused approach, including confidence in chasing outstanding information and escalating issues appropriately.
Desirable skills and experience
· Experience using BigChange job-management software would be advantageous, including updating job records, scheduling information, customer communications and project documentation.
· Previous experience within a security systems, electronic security, fire and security, access control, CCTV or alarm-installation environment would be beneficial.
· Experience supporting installation, maintenance, service or project-delivery teams.
· Familiarity with stock control, supplier management, delivery-note checks and invoice support.
· Experience using CRM, purchasing, project-management or job-management systems.
· Understanding of basic project cost control, reporting and commercial administration.
Personal qualities
· Highly organised and methodical.
· Professional, approachable and customer focused.
· Reliable, dependable and able to work with minimal supervision.
· Comfortable working as part of a busy, operational team.
· Able to remain calm, accurate and responsive in a fast-paced environment.
· Willing to learn MS Webb systems, processes and technical terminology.
Key performance indicators
· Quotations are prepared and issued accurately within agreed timescales.
· Purchase orders are raised correctly and materials or equipment are ordered in a timely manner.
· Supplier lead times and deliveries are monitored, with issues identified and escalated early.
· Client communications are clear, professional and timely.
· BigChange and project records are complete, accurate and kept up to date.
· Engineering project documentation supports effective project delivery, handover, invoicing and audit requirements.
Pay: £28,000.00-£32,000.00 per year
Work Location: In person
