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Powell Industries, Inc. Project Administrator in Bradford, United Kingdom

Purpose of the job

The role of the Project Administrator is to support the day to day activities of the Project Managers and to ensure the timely and precise completion of project related administrative tasks. Each Project Administrator will be assigned to work on an ongoing basis with a Project Manager.

Reports to

Commercial & Estimating Manager

Key accountabilities

Defining and Planning the Project

  • Attend the Sales Handover meeting and take / distribute Minutes to attendees (as/when required)
  • Hold a Documentation Start Up Meeting and set up a Supplier Document Register for the project
  • Forward e-mail to customer requesting their buy in to the FPAL performance feedback assessment on completion of the project

Monitoring and Controlling the Project

  • Attend internal Project Team / Engineering Status meetings and take / distribute Minutes to attendees (as/when required)
  • Attend Sales / Engineering / Production Gate Review meetings and take / distribute Minutes to attendees (as/when required)
  • Record and monitor the submission and receipt of all project related documentation. Liaise with customer, suppliers, Engineers and Project Managers to ensure that submission and receipt proceed in accordance with required / promised dates
  • Make arrangements for project related travel for any member of the Project Team
  • As required produce and distribute Notification of Inspection and Visitors to Works documentation
  • Maximise cash flow through the timely and accurate production and submission of invoices at the instruction of the Project Manager
  • Support the Project Manager in the co-ordination of despatch activities and completion all necessary supporting documentation

Handover and Closeout of the Project

  • Liaise with suppliers, Engineers, Test and Project Managers to ensure the timely and accurate compilation, photocopying, scanning and despatch of Technical Manuals (in both paper and electronic format) in line with the approved manual index. To include obtaining updating documents / drawings, technical literature, project specific documents, test certificates, material certificates, foreign translations (as required)
  • File Test Certificates not used in Technical Manuals
  • Attend FPAL review meetings and record / distribute Minutes to attendees
  • Assist the Project Manager in the Lessons Learnt process

General Administrative Duties

  • General administrative duties as required or to cover other members of the Commercial Department. To include but not be limited to; providing hospitality for Commercial Department visitors; distribution/despatch of internal/external post and UPS; completing Commercial Whereabouts form
  • Reception / switchboard cover as required
  • Maintain company archiving system both internally and with external archiving service. This includes the archiving and destruction of documents in accordance with company policy, the updating of the Archive Register, retrieval, monitoring and return of archived material


  • Build and maintain strong relationships withall Stakeholders
  • Ensure that all projects are conducted in accordance with applicable and current Process Standards
  • Continually strive to meet and exceed both internal and external customer expectations
  • Support Commercial & Estimating Manager in ensuring processes are continuously improved

Job Requirements:


Effective and regular communication with members of the Commercial Department is crucial.

In addition the post holder must engage in regular communication with Applications Engineering, Finance, Service, Procurement, Production, HR and IT.

Competence Profile

  • The ability to effectively communicate using both verbal and written communication that delivers high levels of confidence in those dealt with
  • The ability to meet the expectation of both internal and external customer, clients and suppliers through a sound understanding of their requirements, being responsive to their needs and exceeding their requirements
  • The ability to think through and adopt a clear, sensible approach to planning, prioritising and organising tasks and activities to meet deadlines and targets. Makes most efficient use of time and other resources
  • The ability to pragmatically solve problems using varied approaches and considering all relevant factors and options before making a decision/taking action.
  • The ability to encourage team working within their own function and the broader business
  • The ability to demonstrate energy, drive, commitment and dedication to achieving both own and company success
  • Proactive in approach, resilient under pressure, ability to maintain clarity and vision, and possesses a strong results orientation

Employment, Educational & Professional Background

  • The ideal candidate will have a minimum of two years office administration experience preferably in document control

  • GCSE or equivalent in English & Maths

  • A good standard of computing skills including the use of MS Word, Excel, Internet Explorer, Outlook, Adobe Acrobat and CD Writer / Copier / Labeller are required

  • Ideally experienced in ERP systems, preferably Oracle.

  • NVQ Level 3 in Business Administration is preferred