Project Support Officer

Are you a Project Support Officer or Administrator looking for a permanent role and the opportunity to join a well established multi-disciplinary design consultancy consisting of chartered surveyors, design engineers, architects, civil and structural engineers at a period of expansive growth and success. The requirement is for someone to join the existing team providing support on multiple projects predominantly within the MOD and Defence sector. The successful person will be required to obtain UK Government Security Clearance (not necessary to start). Below is a general overview of the role, salary is a guideline and will depend on level of experience and knowledge. Job Title: Project Support Officer Primary Role The Operational Support Officer is responsible for providing the full range of critical administrative project support activities for UK Projects, ensuring that other professionals (engineers, designs, project managers, etc) can deliver their core outputs efficiently and effectively. Summary of Responsibilities Act as the Operational Support Officer providing administrative and technical support for UK Projects, ensuring processes run efficiently. Coordinate with other departments to ensure that the UK Projects’ processes and systems are integrated. Communicate with external partners, suppliers and vendors, to ensure that the UK Projects’ processes and systems are effective. Liaise with key internal and external stakeholders to maintain information flow and to build effective working relationships. Identify and mitigate risks that could impact UK Projects’ operations. Ensure all elements of security, relating to all aspects of the business, are handled in accordance with Company Security Policies. Ensure all work activity and time tracking are managed diligently via Jibble and that activities are correctly assigned. Ensure that all project data is managed in the appropriate job files to enable collaborative working for all stakeholders, including rigorous assignment of job numbers. Ensure all communications are fed through the appropriate Teams channel, rather than Chat, to enable tracking of project decisions and actions. Core Tasks Provide administrative support to the UK Projects team, such as scheduling meetings, maintaining records, and creating reports. Assist with implementing new processes and systems, ensuring that they are implemented smoothly and any issues are identified and addressed quickly. Manage inventory and procurement, including ordering, receiving, and maintaining stock levels. Ensure project plans and documentation are completed to standard, adhering to version control protocol, and advise on appropriate action. Support compliance and regulatory requirements. Use spreadsheets and project management software to set up detailed work structures. Monitor performance data to identify trends and issues and make recommendations to improve processes to increase efficiency and reduce costs. Assist in the development and management of project documentation. Arrange visits to MoD sites and facilities. Arrange travel and accommodation for offsite works, as required. Answer and direct calls. Maintain internal contact lists. Develop and maintain an online filing system (SharePoint). Completion of tasks within the Administration Planner. Create new job files using SharePoint. Type reports, letters and invoices and issue to clients and general house-keeping duties. File email correspondence to the relevant job files. Answer administrator mailbox email enquiries. Manage credit card payments over the phone and issue receipts to clients. Maintain Outlook calendars. Assign and create tasks within the Administration Team channel. Raise Purchase Orders. Check Statutory Approvals. Issue Completion Certificates. Schedule UK Projects’ document printing and shredding. Document meeting notes. Book out specialist equipment. Complete all other administration tasks assigned. Salary: negotiable - Circa £30-35k Benefits Location: Portsmouth

Location: Hilsea, GB

Posted Date: 1/15/2025