Requirements Candidate Pack: Project Administrator – Electrical / Energy Projects (From applying to measuring success) 1) Role snapshot You’ll be the operational backbone for our electrical and energy projects. Your job is to make sure projects are set up correctly, commercially clean, and administratively friction-free so engineers and project managers can focus on technical delivery. This is a hands-on role sitting at the centre of the team: coordinating project setup, maintaining system accuracy, managing project documentation, supporting commercial workflows (variations/approvals), and liaising with external stakeholders (including public authorities and utilities) to obtain the information the team needs to deliver. 2) About the role (what you’ll actually do) Project & job setup Set up new projects in our database (CRM) and financial systems, including the correct job structures and internal references. Maintain project registers and ensure project information is consistent and traceable across systems and folders. Support the transition from award into delivery so work can start quickly and cleanly. Documentation & file management Maintain tidy, consistent project folder structures and ensure key documents are filed correctly and promptly. File key incoming information (including emails and third-party data) in the right place so the delivery team can locate it fast. Follow internal expectations around folder discipline and versioning for drawings and external documents. Commercial & admin support Support client and job administration: accurate client records, onboarding requirements, and clean billing setup (within delegated authority). Raise and track variations and admin actions once approved by the relevant project manager. Assist with purchase orders, software requests, and internal approvals, escalating when required. External stakeholder liaison (public authorities / utilities / approval bodies) Coordinate information requests and correspondence with public authorities, utilities, and approval bodies. Track requests and follow-ups so missing information doesn’t become a programme risk. Ensure received information is filed and shared with the right people. Process discipline & improvement Keep systems and folders clean and consistent as workload increases. Identify recurring admin friction and improve the workflow (templates, checklists, standard steps). Reinforce practical team discipline around admin inputs that affect reporting and delivery. 3) What we’re looking for Experience (preferred) Project administration experience in engineering, construction, utilities, or consulting. Comfortable using multiple systems (CRM/financial software/document management). Confident coordinating with technical people and commercial people. Attributes (essential) Structured, organised, and detail-driven. Proactive: you close loops and follow tasks through. Commercially aware: you notice risk and raise it early. Clear communicator: concise emails, good follow-ups, calm under pressure. 4) What success looks like (first 90 days) First 30 days — Understand & stabilise Learn our project lifecycle and internal workflows from award ? setup ? delivery. Become confident in our CRM/financial systems and folder standards. Independently set up straightforward jobs with light guidance. Build working rhythm with engineers, PMs, finance, and key external stakeholders. Success signal: fewer basic admin questions coming back; the team trusts your setup and filing. Days 31–60 — Own the role Independently manage setup/admin across multiple live jobs. Client/job records stay accurate and consistent across systems. External information requests are tracked and chased without prompting. Variations/admin actions are handled proactively and documented. Success signal: engineers and PMs feel a noticeable drop in interruptions and “admin chasing”. Days 61–90 — Add leverage Become a trusted admin hub for the team. Improve or standardise at least one recurring workflow (template/checklist/register). Anticipate admin/commercial issues before they cause delay. Maintain audit-ready hygiene across systems and folders as volume increases. Success signal: projects run smoother because you’re involved, not just because tasks are completed . 5) Scorecard (how we measure success ongoing) Core purpose Ensure projects are set up correctly and administered cleanly so delivery runs efficiently with minimal administrative friction. Outcomes (what you must achieve) A) Project setup & system accuracy Projects are created correctly and on time in CRM/financial systems. Job structures, references, and claim/billing setups are consistent and reliable. Indicators “First-pass correctness” (how often setup needs rework) Timeliness from award to complete setup Reduction in admin-related corrections/escalations B) Documentation hygiene (audit-ready practical) Folder structures and registers are tidy, current, and easy to navigate. Third-party information is filed promptly and in the correct location. Indicators Fewer “can’t find it” conversations Correct versioning and filing habits maintained (drawings, emails, external docs) C) Commercial/admin flow Admin actions (variations/approvals/PO support) are tracked and closed out. Risks are raised early (missing details, special billing, approvals required). Indicators Fewer billing/admin surprises Clear audit trail of approvals and actions D) External stakeholder flow Requests to public authorities/utilities/approval bodies are logged, followed up, and resolved. Information is delivered to the project team without delays. Indicators Reduced project delays due to missing third-party info Consistent follow-up cadence without prompting E) Process improvement (scalability) At least one improvement per quarter (template, checklist, register, workflow). Admin workload scales without chaos. Indicators Measurable time saved / fewer repeat issues Team adoption of the improved process Competencies (how you work) Organisation & attention to detail Ownership and follow-through Clear communication and stakeholder management Commercial awareness and risk escalation Systems confidence and willingness to improve workflows 6) How to apply (candidate instructions) Provide: CV (max 2–3 pages) Short cover note (half a page is enough): Your relevant project admin experience The types of teams you’ve supported (engineering/construction/utilities/etc.) The systems you’ve used (CRM/finance/document control) One example where you improved a process or reduced admin friction 7) What you can expect if you join Clear expectations from day one (90-day plan scorecard). Strong leadership support and practical workflows. A role that can grow into senior project admin / commercial support / operations depending on your strengths.