Project Administrator

Fashion Institute of Design & Merchandising; Greater London; On-site; GBP 25,000 - GBP 35,000; Full time

Job summary

A prominent engineering firm based in Greater London seeks an organized and detail-oriented individual for an administration support role. The ideal candidate will have at least 2 years of experience in a similar position, proficiency in Microsoft Office, and a strong ability to manage time efficiently under pressure. Responsibilities include supervising project administrators, managing business correspondence, and preparing cost reports. This is a full-time position with opportunities for career growth within a collaborative work environment.

Qualifications

• Minimum 2 years of experience in an administrative role.
• Ability to meet deadlines under pressure.
• Strong proficiency with Microsoft Office, especially Outlook.

Responsibilities

• Manage business correspondence maintaining confidentiality.
• Supervise other Project Administrators in the team.
• Assist in the preparation of cost reports.

Skills

Attention to detail

Proficiency in Microsoft Office Suite

Ability to work under pressure

Teamwork

Client focus

Job description

Overview

At HDR, we specialise in engineering, architecture, environmental and construction services. We are known for high-performance buildings and smart infrastructure. HDR is an equal opportunity workplace and an affirmative action employer. Watch Our Story: https://www.hdrinc.com/our-story

We believe collaboration adds value and that small details yield important realizations. We are committed to providing meaningful work and opportunities for career growth within our employee-owned organization.

Primary Objectives

To provide an effective, efficient, and professional support service to the Critical Commissioning Management Team and project staff. Assist the company in the delivery of its key objectives in compliance with the quality management systems.

• Advise senior management team of changing resource requirements by accurately and fully maintaining staff planning tools, currently The Staff Chart (SC).
• Address over- or under-utilisation of engineers which may require recruitment or redeployment.
• Support project teams by managing and delivering administrative processes.
• Provide an effective, efficient, and professional support service to internal and external customers, while maintaining high levels of quality and service.
• Ensure a smooth flow of information, manage business correspondence, and maintain confidentiality at all times.
• Supervise other Project Administrators in the Commercial team.

Key Responsibilities

• Add new opportunities to the Staff Chart using bid-derived Fee spreadsheet information.
• Liaise with Account Leads and Principal Project Managers weekly to update project requirements and highlight utilisation issues.
• Convert pipeline projects to Firm order and update the resource timeline.
• Schedule weekly resource review meetings.
• Present Staff Chart highlighting movements and new requirements.
• Record actions from meetings and update the chart accordingly.
• Train and coach new Project Administrators in company systems and processes.
• Supervise the PA team in the production of monthly client cost reports.
• Liaise with Finance for monthly billing, project forecast updates and status changes.
• Assist in the preparation of cost reports.
• Ensure all documentation produced is formatted to the required template.
• Assist with actions from project meetings; attend and take minutes at other meetings when required.
• Assist with managing travel and accommodation booking for staff.
• Provide support in delivering key objectives in line with quality management systems.
• Assist with development and implementation of administrative systems when required.
• Respond to customer queries.
• Manage diary and organise events, meetings and hospitality as required.
• Interact with internal and external customers and third-party suppliers professionally and organise meetings with clients and staff.
• Research information ahead of meetings; prepare and collate documentation as required.
• Organise and manage the production of agendas, management information and minutes in a timely manner.
• Provide hands-on administrative support for team members.
• Perform ad hoc duties to support delivery teams as required.

Assist and lead the Project Administrator with responsibilities in their absence, including:

• Ensure all documentation is formatted to the required template.
• Assist with initial BID preparation.
• Set up projects on SharePoint.
• Maintain client contacts in EBS CRM.
• Assist with actions from monthly Board Meetings.
• Answer incoming calls and greet visitors as required.
• Assist in structuring and updating hard and soft copy filing; ensure documentation is current and accessible.
• Provide support in delivering key objectives in line with quality management systems.
• Assist with development and implementation of administrative systems where required.
• Maintain computer records and respond to customer queries.
• Provide support to engineers working on Nucleus platform as required.
• Assist with Resource Allocation Reviews.
• Manage QA Gateways on EBS (internal systems).

Role & Performance Competencies

C1. Communication & influencing others: able to communicate effectively, be open, honest and receptive to direction, support and influence. Persuade others to support a viewpoint and achieve participation.

C2. Client Focus & Personal Responsibility: understands client needs with a high service orientation; takes ownership and responsibility for work performance.

C3. Team Working: works cooperatively with colleagues in own department and the wider organisation.

C4. Open to Learning and Development & Gathering Information: seeks information and conducts research to achieve objectives; open to innovation and creativity.

C5. Dealing with Change: implements and adapts to new ideas and ways of working at individual, team and organisational levels.

#LI-MW4

Required Qualifications

• High attention to detail and deadlines
• 2 years minimum experience in a similar position or administrative role
• Proficient with Microsoft Office Suite including Outlook
• Ability to work with and take direction from multiple levels of professional staff
• Ability to work under pressure in a team environment with strong attention to detail and the ability to work independently
• An attitude and commitment to being an active participant of our employee-owned culture is a must

Why HDR

At HDR, we know work isn’t only about who you work for; it’s about what you do and how you do it. Led by our values and a culture shaped by employee ownership, we collaborate to make great things possible. We provide growth opportunities and support your career development.

Primary Location

United Kingdom-England-London

Schedule

Full-time

Employee Status

Regular

Business Class: Marketing and Admin

Job Posting

Feb 2, 2026

At HDR, we are committed to the principles of employment equity.

We are an Affirmative Action and Equal Opportunity Employer. We consider all qualified applicants, regardless of criminal histories, arrest and conviction records.

Ready to learn more? Let’s work together to make great things possible.

We design solutions to the world’s greatest challenges. We’re always looking for great talent to join our global teams.