Sonovision UK - Ortec Group
Project Administrator
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The Project Administrator at Sonovision UK
About the Role Sonovision UK is a leader in Engineering Support Services, delivering expertise across the Energy, Aerospace, Military, and Commercial Sectors to accelerate time-to-market and optimise cost efficiencies. We are seeking an organised, detail-focused Project Administrator to support our Head of Project Delivery and Project Managers in delivering complex engineering projects.
The Project Administrator plays a vital role in ensuring smooth project execution by managing documentation, coordinating communications, and maintaining key schedules—essential for keeping projects on track.
Ideal candidate:
- Highly organised
- Detail-oriented
- Eager to develop within a dynamic project-based engineering environment
Responsibilities
Project Coordination & Administration
- Maintains and updates project documentation, including:
- Schedules
- Trackers
- Reports
- Action logs
- Supports Work Breakdown Structures (WBS), Standard Operating Procedures (SOPs), and project file organisation
- Coordinates internal and external project meetings, responsible for:
- Scheduling
- Agenda preparation
- Meeting minutes
- Monitors project actions, risks, and issues, ensuring timely updates and communication
- Ensures document control by:
- Validating files for accuracy
- Updating records
- Storing materials correctly
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Reporting & Data Management
- Compiles weekly and monthly reports for internal and client stakeholders
- Maintains project dashboards and trackers (e.g. budgets, timelines, and resource allocation)
- Supports data aggregation for performance and KPI reporting
- Tracks project budgets, costs, and invoices as required
Stakeholder & Communication Support
- Serves as a central coordination point for project teams (design, manufacturing, procurement)
- Liaises with internal stakeholders and external suppliers:
- Gathers information
- Follows up on actions
- Prepares client-facing documentation, presentations, and reports
- Organises customer visits and onsite engagements
Commercial & Procurement Support
- Assists with Request for Quotations (RFQs) and tender documentation
- Tracks supplier information, quotations, and delivery timelines
- Maintains accurate records of supplier and commercial documentation
Quality, Compliance & HSE Support
- Supports project recordkeeping to meet quality requirements
- Prepares documentation for audits, reviews, and validation activities
- Manages HSE documentation, logs, and administration activities
- Ensures records adhere to company procedures and retention policies
General Team Support
- Provides administrative support to the Head of Project Delivery and Project Manager daily
- Coordinates team activities, including the onboarding of new team members and resource tracking
- Identifies continuous improvement opportunities to enhance administrative workflows
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Requirements
Essential
✅ Previous experience in an administrative or project support role ✅ Strong organisational skills with the ability to manage multiple priorities ✅ High attention to detail for accurate documentation ✅ Proficient in Microsoft Office: Excel, Word, PowerPoint, Outlook ✅ Strong written and verbal communication skills ✅ Experience supporting projects in engineering, aerospace, manufacturing, or technical environments
Desirable
🔹 Familiarity with project management tools (e.g., MS Project, Smartsheet) 🔹 Knowledge of project management principles (e.g., scheduling, risk tracking, reporting) 🔹 Experience with document control or quality systems
Behaviours & Attributes
The successful candidate will demonstrate:
- Proactive and self-motivated, with a "can-do" mindset
- Comfort with fast-paced, evolving environments
- Collaborative teamwork and strong interpersonal skills
- Ability to handle confidential and sensitive information appropriately
- Willingness to learn and grow within project delivery roles
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