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Project Administrator

Project Administrator (BBBH15544) Portsmouth, England

Salary: GBP16 - GBP16 per hour

Our client has an opportunity for a Project Administrator to join them on a 12-month contract. You will be providing the highest level of service by collaboratively working with the Project Team and its tools to support specific goals relating to contractual obligations to the project and customer.
Role: Project Administrator
Location: Portsmouth
Hours: 37 hours fully onsite
Clearance: BPSS required before starting, UKI’s only  
Hourly Rate: £16 per hour via Umbrella – inside IR35
                      £12.09 PAYE

What you’ll be doing:

  • Document Processing
  • Reviewing and processing minutes in WindChill
  • Document change management
  • Distribution of documents in a timely manner as per Customer requirements
  • Formal Distribution/ Storage – Via WindChill and then SharePoint/Airbox
  • Informal Distribution / Storage – Via File Transfer Protocols
  • Downloading and Uploading data to/from the Customers / Suppliers using FileZilla and or File Transfer Protocol Server
  • Creation of all internal Data packs o Structured Data-packs – Mainly for the bigger events such as Critical Design Review, Preliminary Design Review etc.
  • Flat-packs – This is just a collation of documents to the customer
  • Action Control, Tracking and Chasing outstanding actions – for older projects not on DIV Jira o Uploading actions to Jira o Adding actions to the tracker
  • Jira Support o Upload Actions into Jira o Save a Filter of the Uploaded Actions, Save as “Project Name”
  • Establish if Dashboards exist for the Review
  • Create main review Dashboard
  • Review Supplier Dashboard
  • Add Gadget, Issue statistics, Pie Chart
  • Find the Saved Filter and Add to Gadget
  • Training (Internal & External) given at Project Set up (if required)
  • Exporting Reports o Creating reports & dashboards
  • Chasing outstanding documentation if required
  • Assist engineers with technical administration (including manipulating complex documents and changing layout of pdf files)
  • Printing presentation material (if and when required)
  • Provide Access permissions and management for Project Shared Drives Meeting Co-ordination
  • Visitor Requests / Escorting when necessary / Catering Requests / UK visits to site
  • IM Support o Liaison in regards to Meeting rooms requirements for particular meetings
  • Calling notices – as required
  • Major Review Co-Ordination – i.e., Preliminary Design Review, Critical Design Review, Quality Programme Management etc
  • External Meeting Co-ordination – as required
  • Organise on-site and international meetings and visits in support of Project
  • (Advance submission of visitor forms to site security, greeting visitors, arranging rooms & refreshments, ensuring availability of equipment, liaising with meeting host and venue staff to ensure meetings run smoothly) Travel and Expenses
  • To provide information to all engineers or Project Team on the Travel/Expenses tool by sharing the Hub link
  • Organise business travel
  • Short Haul – done via Travel Tool 
  • Long Haul – done via the phone
  • Transport co-ordination – Taxis both in country and out of country
  • Process travel for Project Manager
  • Make any necessary changes or amendments to travel
  • Cancel travel if required
  • Ensure Security briefing is booked in the event of travel to a Risky Country


  • A confident and articulate communicator, able to positively co-ordinate effectively at all levels, particularly with Department Heads, Business Teams and Project Managers
  • Be fluent and competent in tools, such as WindChill, Jira, Airbox and SharePoint, showing confidence in data entry, navigation and transmission of information
  • Ability to work effectively within a multinational and diverse working environment, both as part of a team and independently.
  • Good IT, inter-personal and communication skills essential and the ability to engage with internal points of contact as well as our customers to obtain detailed information.
  • Organised and excellent Time Management.
  • To be able to multi-task as well as focus on the job at hand.
  • To be a Fast learner, show initiative and confident to share new ideas.
  • Enthusiastic, keen and a good sense of humour


  • To be able to translate information from the Management Dashboard and to support, when required, the collation of information from Project Managers and or Work Area Managers
  • Able to offer adhoc support to key stakeholders for priority topics without impacting current work load

If you are interested in applying for this position and you meet the requirements, please apply immediately!

Line Up Aviation is a specialist aviation and aerospace recruitment company that has been operating all over the world for more than 30 years. We work with some of the industry's best-known companies and pride ourselves with working to the highest standard of service supported by an ingrained culture of honesty and integrity.

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