Project Administrator Job Description and Person Specification

The Project Administrator provides essential administrative and coordination support to project teams. This role is suitable for candidates with strong organisational skills, clear written and verbal communication, and an interest in supporting project delivery across multiple stakeholders. Applicants should be able to manage records, assist with scheduling and reporting, and work under direction to meet project deadlines.

Project Administrator Job Profile

The Project Administrator supports project managers and project teams by maintaining accurate project documentation, coordinating meetings and communications, and tracking actions and deliverables. The role ensures administrative processes operate smoothly and that project information is accessible, up to date and compliant with governance requirements.

Purpose of the role is to reduce administrative burden on project leads, enable timely decision making through organised information, and contribute to efficient project delivery by handling routine project administration tasks and stakeholder liaison.

Project Administrator Job Description

The Project Administrator undertakes day to day administrative tasks that underpin project progress. Typical responsibilities include maintaining project files and registers, producing standard reports, preparing meeting agendas and minutes, and monitoring action logs and schedules to highlight outstanding items for the project manager.

The role operates in a collaborative environment and will involve regular contact with internal stakeholders and external suppliers or contractors. The Project Administrator is expected to work to set procedures, adhere to governance and confidentiality standards, and escalate issues or risks that affect timelines or deliverables.

Performance is measured by accuracy of documentation, timeliness of communications, effectiveness in co-ordinating activities and the ability to keep project information current. The role may support multiple projects of varying size and will require prioritisation and flexible organisation to meet competing demands.

Project Administrator: Duties and Responsibilities

• Maintain and update project documentation, registers and filing systems to ensure records are current and auditable
• Prepare agendas, collate papers and take accurate minutes for project meetings and stakeholder forums
• Monitor and maintain action logs, tracking progress and following up on overdue items with owners
• Assist with the preparation and distribution of regular project status reports and dashboards
• Support scheduling activities, including arranging meetings, booking venues and coordinating diaries
• Process routine project administration such as document control, versioning and approvals
• Compile and verify data for project metrics, budget trackers and simple financial records as required
• Liaise with internal teams and external suppliers to obtain information and clarify requirements
• Support change control processes by logging requests and maintaining change records
• Assist with risk and issue logging, ensuring records are maintained and escalations are raised appropriately
• Support onboarding of new project team members by providing induction materials and access to documentation
• Ensure compliance with organisational policies on confidentiality, information security and record retention
• Prepare routine correspondence and communications for stakeholders, ensuring accuracy and consistency
• Perform ad hoc administrative tasks to support project delivery as directed by the project manager

Project Administrator: Requirements and Qualifications

• GCSEs or equivalent including English and maths, or relevant vocational qualification
• Previous administrative experience, preferably within a project or programme environment
• Working knowledge of basic project administration practices and the project lifecycle
• Proven ability to manage competing priorities and work to deadlines with minimal supervision
• Strong organisational skills and attention to detail, with consistent accuracy in documentation
• Good written and verbal communication skills and the ability to present information clearly to stakeholders
• Competence with office productivity software for word processing, spreadsheets and email
• Basic numeracy skills and experience compiling simple reports and trackers
• Ability to maintain confidentiality and handle sensitive information professionally
• Effective interpersonal skills and the ability to work collaboratively in a team setting
• Problem solving approach and ability to identify and escalate issues in a timely manner
• Desirable: formal training or certification in project administration or project management
• Desirable: experience supporting multiple projects or coordinating cross functional activities