Hybrid Project Administrator Project Administrator with verification

Vacancy: Project Administrator

Reference: PA/08/2024

Date: 1st August 2024

Contract: Permanent

Hours of Work: Full Time (36.25 hours per week)

Reporting to: PMO Director

Location: Hybrid working between home and one of our UK offices, or fully remote working also considered

Xperience helps SMEs unlock the full potential of their business using Digital Solutions, built with Xperience.

Our industry experts get to know our client’s business inside and out, exploring processes, pain points and people, to build tailored technology across Cloud & IT Services, Cyber Security, CRM, and ERP.

With solutions designed around client operations, we provide the freedom to be more productive and focus on what is important for your business – without getting side tracked by the admin. At Xperience, we create digital solutions with the power to improve and protect your business, both now and in the future.

Our people are what make us different. They are the primary reason our clients recommend us. Their unique skills and infectious energy help our clients focus on what matters most. Our people actively engage with clients using a collaborative style that prioritises teamwork and trust.

As a rapidly growing business, we look for people who share our values (of integrity, collaboration, ambition and success) to come on our growth journey with us, and create an amazing career #BuiltwithXperience

The Role

As a Project Administrator, you'll play a crucial role in the smooth operation of project activities. Reporting directly to the Head of Projects, the role is key to the project management office within Xperience. This position requires meticulous attention to detail in maintaining data within project management and financial systems. The ability to support Project Managers in the simultaneous execution of various projects is essential, ensuring that resources are scheduled effectively from the start to the end of each project.

The Project Administrator must also be confident at generating detailed reports and analyses to assist management in decision-making. Overseeing the handover of projects and tracking their progress is a key responsibility, as is ensuring adherence to established company procedures.

Organisational skills are key, as the Project Administrator will coordinate project meetings, take minutes, and act as the main point of contact for the project team. Maintaining up-to-date and accurate project documentation and records is also a significant part of the role, highlighting the importance of this position in achieving project success and organisational efficiency.

Key Responsibilities:

• Monitor Presales requests and scheduling / follow up with Delivery and Commercial teams.

• Establish and maintaining report on lead times for project allocation, scoping, and delivery.

• Monitoring of Project and Service (UAT) boards for timely and accurate conversion (hours sold verses Project Budget) and UAT Ticket responses / closure in line with agreed process standards.

• Assist with budget preparation and financial tracking throughout the project lifecycle. Including preparation of inputs and participation in finance review sessions.

• Review and drive operational project reporting process with follow up via the Project and Delivery leads to enable accurate and timely invoicing and reporting.

• Assist in the planning, execution, and closing of projects. This includes scheduling meetings, updating project schedules, and ensuring that transition deadlines are met.

• Assist in resource allocation, ensuring that the project has the necessary resources at the right times.

• Monitor requests for purchasing with Xperience’ s purchasing team, ensuring the correct kit list is procured and delivered successfully

• Ensure timely procurement and scheduling of 3rd Party service providers

• Act as a point of contact for project team members, stakeholders, and clients. Effectively consolidate and communicate project status, issues, and risks to all stakeholders.

• Help identify and mitigate project risks.

• Manage requests for purchasing with Xperience’s purchasing team, ensuring the correct kit list is procured and delivered successfully.

• Managing travel, accommodation booking and logistics for the team

• Support continuous improvement of project delivery including post Go Live reviews and lessons learned sessions.

• Keep up to date with current best practice in project management.

• Anything else that management deem relevant to ensure that the customer experience is exceptional.

Person Specification

Essential:

• At least two year’s previous experience working in a support, administrative or coordination function

• Excellent written and verbal communication skills

• Proven experience of communicating confidently with internal and external stakeholders

• Excellent organisational skills and confident in recording, tracking and reporting on tasks, progress and challenges

• Able to analyse potential problems and identify routes to resolution

• Actively contribute to and enjoy being part of a team

• Able to manage time effectively and proficient at multitasking

• Pro-active; identifying areas to improve and processes to introduce consistent results

• Proficient in Microsoft applications (including Excel, Word and Outlook)

• Ability to work under pressure, be self-motivated and have the ability adapt quickly

• Valid Right to Work in the UK (We do not currently hold a visa sponsorship licence)

Desirable:

• Previous experience in Project Administration

• Prince2 qualified or other project management methodologies experience

• Experience of operating within the software and service industries

• Previous experience of using CRM, ERP and Project Management systems

• Excited by change and ability to excel in a fast-paced environment

Benefits Package

• 30 days annual leave plus 8 bank holidays

• 1 additional day’s leave for your birthday

• Employer pension contribution of 3%

• Hybrid working

• Cycle to Work Scheme

• IT Purchase Scheme

• Access to Skillsoft Learning and Development Platform

*T&Cs apply based on contract

Competencies required for role:

Teamwork and Collaboration

Shares knowledge and works across departments and locations, working co-operatively and supportively with colleagues.

Results Focused/Problem Solving

Prioritizes tasks, overcomes obstacles, and accepts ownership of work assigned. Owns actions that deliver results.

Developing Yourself & Others

A quick learner who is able to acquire and apply new knowledge and skills whilst learning from experiences and mistakes.

Xperience is an equal opportunities employer.