Project Administrator

We are looking for a highly organised, proactive, and self-motivated Project Administrator to provide comprehensive administrative support across all project functions, ensuring the best possible environment for successful project delivery.

This role plays a critical part in driving efficiency, maintaining project cohesion, and supporting both internal and external communication. The successful candidate will help ensure project teams remain informed, aligned, and equipped to deliver effectively in a fast-paced international environment.

Key Responsibilities

Liaise with the Project Management Office (PMO) to understand and implement administrative requirements and expectations for the project.
Set up and manage project administrative infrastructure, including shared mailboxes, folder structures, distribution lists, and communication channels.
Create and maintain organisational charts and project team structures.
Establish and manage project collaboration tools, including Microsoft Teams channels.
Organise and manage meetings and recurring meeting series, including scheduling, invitations, and follow-up actions.
Coordinate onboarding activities, introductions, and project guidance for new team members.
Independently organise and coordinate day-to-day administrative tasks across the project.
Manage calendars and appointments, ensuring effective scheduling and time coordination.
Prepare for and support meetings by arranging conference rooms, compiling documentation, preparing agendas, taking minutes, and tracking action items.
Handle professional international correspondence with internal stakeholders and external business partners.
Prepare, edit, and format presentations, reports, and project documentation to a high standard.
Maintain project filing systems and ensure documentation is properly organised and accessible.
Manage and order project-related office supplies and Personal Protective Equipment (PPE).
Prepare purchase requisitions and support procurement-related administrative processes.
Process, verify, and track invoices, payment orders, and business-related expenses.
Manage incoming and outgoing project correspondence and ensure timely distribution.
Plan and coordinate project events, workshops, and team activities.
Organise cards, gifts, and recognition activities for special occasions involving project colleagues.
Coordinate catering and conference room bookings for meetings and events.
Provide general administrative and ad hoc support as required.

Key Qualifications & Experience

Proven professional experience in an administrative, executive support, or project coordination role.
Previous experience providing administrative support to large project teams.
Strong understanding of project management environments and administrative best practices.
Excellent Microsoft Office skills, including Word, Excel, PowerPoint, Outlook, and Teams.
Exceptional organisational skills with strong attention to detail.
Ability to manage multiple priorities while maintaining accuracy and efficiency.
Strong written and verbal communication skills in English and German.
Confidence working in an international and multicultural business environment.
Strong interpersonal skills with a high level of social competence and professionalism.
Ability to work independently while also contributing effectively as part of a team.
Self-motivated, proactive, and highly dependable.
Willingness to travel when required for project-related activities.
Knowledge of the renewable energy sector is highly desirable.

Essential Requirements

A proactive mindset with the ability to take initiative and work independently.
Strong administrative and coordination skills.
Demonstrated ability to stay organised under pressure while supporting multiple stakeholders.
High level of commitment, ownership, and accountability.

Desirable

Experience with SAP or similar enterprise systems.
Prior experience in large-scale infrastructure, engineering, or renewable energy projects.

ersg are an equal opportunities employer; we are committed to promoting equality of opportunity for all job applicants. We do not discriminate against applicants on the basis of age, sex, race, disability, pregnancy, marital status, sexual orientation, gender reassignment or religious background; all decisions are based on merit
Only candidates based in UK and eligible to work in UK are allowed