Commsworld
Project Administrator
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JOB TITLE: Project Administrator
DIVISION/BUSINESS UNIT: Project Management
ACCOUNTABLE TO: Project Management
OFFICE BASE: Edinburgh / Hybrid
CONTRACT: Six-Month FTC
Job Purpose
The Project Administrator plays a key support role within the PMO function, ensuring the smooth coordination of appointments, stakeholder communications, and administrative processes across deployment projects. The role requires strong project administration and coordination experience, ideally within an IT or telecommunications environment, and familiarity with public sector contract environments.
The successful candidate will work closely with project managers, engineers, customer service teams, local authority representatives, and residents to ensure efficient scheduling, communication, and delivery support.
Responsibilities
As a minimum you may be called upon to undertake all or some of these activities as required
Appointment & Scheduling Management
- Manage appointment activity for project works, including installations, surveys, and property visits.
- Coordinate diaries for engineers, project staff, and stakeholder visits.
- Manage incoming calls and emails relating to bookings and project queries.
- Reschedule appointments where required, ensuring minimal disruption to delivery schedules.
- Take and process new appointments from “drop-in” sessions and direct resident contact.
- Maintain accurate scheduling records within internal systems.
- Ensure clear confirmation communications are issued to residents and stakeholders.
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Community & Stakeholder Engagement Support
- Support community engagement activity linked to public sector contracts.
- Farm and monitor social media platforms to identify and prompt new appointment opportunities.
- Attend PR events and community drop-in sessions with residents to facilitate bookings and answer basic queries.
- Liaise directly with NLC PLOs (Public Liaison Officers) regarding appointments, property access, and resident coordination.
- Potentially buddy with NLC PLOs on property visits to live book appointments directly with residents.
- Maintain professional, customer-focused engagement in all community interactions.
Public Sector Contract Support
- Support administrative processes relating to public sector contract delivery.
- Maintain accurate documentation and records in line with contractual compliance requirements.
- Ensure communications and appointment handling align with public sector service standards.
- Assist with reporting requirements as requested by the Project Manager.
Customer Service & Operational Support
- Act as overflow support for Customer Service teams during peak periods.
- Respond to resident queries and provide updates on project timelines and appointments.
- Escalate complaints or complex issues appropriately and in a timely manner.
- Support internal teams with project documentation, trackers, and reporting updates.
Key Performance Indicators (KPIs)
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- Appointment booking and attendance rates
- Response times to calls and emails
- Accuracy of scheduling and system updates
- Reduction in missed or failed appointments
- Positive feedback from residents and public sector stakeholders
- Compliance with contract administrative requirements
Essential Experience
Knowledge / Skills / Background / Qualifications
- Proven experience in a Project Administrator or Project Coordinator role.
- Experience managing high volumes of scheduling and appointment coordination.
- Experience working on or supporting public sector contracts.
- Strong customer service experience in a fast-paced environment.
- Experience handling stakeholder communications, including residents or community groups.
Desirable Experience
- Experience within IT, telecommunications, infrastructure, or utilities sectors.
- Experience supporting community engagement or PR-related project activities.
- Familiarity with CRM or scheduling systems.
- Excellent organisational and time management skills
- Strong written and verbal communication skills
- Confident telephone manner and professional email communication
- Ability to manage multiple priorities simultaneously
- High attention to detail and accuracy
- Confident engaging with members of the public
- Proactive and solutions-focused approach
- Ability to work independently and as part of a project team
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