Project Admin - Role Overview
The Project Admin will provide essential administrative support to the Head of Projects and the Project Management team, helping to keep projects organised, well-documented, and running smoothly. This role plays a key part in the day-to-day coordination of project activities, including maintaining project records, supporting meetings, raising purchase orders, and acting as a reliable point of contact between internal teams, clients, and suppliers. You will help ensure that projects progress on time and to MotionTech’s high standards by taking ownership of standard project administration tasks and stepping in to support the Head of Projects and Project Managers as required.
Key Responsibilities
- Project Administration & Coordination:
- Provide day-to-day administrative support to the Head of Projects and Project Managers, helping to coordinate project activities and ensure tasks are tracked through to completion.
- Documentation & Records Management:
- Maintain accurate and up-to-date project documentation, including project files, registers, drawings, O&M manuals, and handover packs. Ensure version control and easy retrieval of records.
- Meeting Support: Schedule and coordinate internal and external project meetings, prepare agendas, take and circulate minutes, and follow up on actions to ensure progress is maintained.
- Client & Supplier Communication: Act as a first point of contact for routine project queries, liaising professionally with clients, suppliers, and subcontractors to relay information, confirm details, and schedule activities.
- Purchase Orders & Procurement Support: Raise purchase orders, track deliveries, and work alongside finance and procurement to make sure materials and services arrive on site when needed.
- Reporting & Tracking: Assist with the preparation of project reports, status updates, and trackers, helping the Head of Projects and Project Managers monitor progress, budgets, and key deadlines.
- Travel & Site Coordination: Arrange travel, accommodation, and site visits for project staff and engineers, ensuring efficient and cost-effective bookings.
- Continuous Improvement: Support the development of project administration processes, templates, and tools to keep MotionTech operating efficiently and consistently.
Qualifications and Skills
Education:
- GCSEs (or equivalent) including English and Maths. A qualification in Business Administration, Project Support, or a related field would be an advantage.
Experience:
- Previous experience in an administrative, project support, or coordination role, ideally within an engineering, manufacturing, or construction environment.
Technical Knowledge:
- Confident user of Microsoft Office (Word, Excel, Outlook, Teams). Familiarity with project management software (e.g. MS Project, Asana) and document control systems is desirable.
Skills:
- Strong organisational skills with the ability to manage multiple priorities
- Excellent written and verbal communication
- High attention to detail and accuracy in documentation
- Confident handling phone calls, emails, and general correspondence
- Ability to work effectively both independently and as part of a team
Personal Attributes:
- Proactive, with a “can-do” attitude and willingness to support wherever needed
- Friendly, professional, and approachable manner
- Discreet and trustworthy when handling confidential information
- Adaptable and calm under pressure, with the ability to juggle changing priorities
Hours: Monday to Thursday 8.30am to 5pm / Friday 8.30am to 4pm
Location : Nottingham NG6 8RE
Holidays: 25 days + 8 bank holidays
Pay: £29,000.00-£30,000.00 per year
Benefits:
- Casual dress
- Company pension
- Free parking
- On-site parking
Experience:
- Administrative: 2 years (preferred)
- engineering/manufacturing environment: 2 years (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: In person
