Sonovision UK - Ortec Group
Project Administrator
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Sonovision UK is a leading provider of Engineering Support Services to clients. Our experts help our clients in the Energy, Aerospace, Military and Commercial Sectors achieve time-to-market objectives and cost goals.
The role
The Project Administrator will provide essential administrative and coordination support to the Head of Project Delivery and Project Manager across multiple technical projects. This role is key to ensuring projects run efficiently by maintaining accurate documentation, supporting reporting activities, coordinating communications, and helping the team stay organised and on schedule. The position is ideal for someone highly organised, detail-oriented, and keen to develop within a project-based engineering environment.
Project Coordination & Administration
- Maintain and update project documentation including schedules, trackers, reports, and action logs
- Support the preparation and upkeep of Work Breakdown Structures (WBS), Standard Operating Procedures (SOPs), and project files
- Coordinate project meetings (internal and external), including scheduling, agenda preparation, and minute-taking
- Track project actions, risks, and issues, ensuring updates are captured and communicated to the team
- Support document control processes, ensuring files are accurate, up to date, and stored correctly
Reporting & Data Management
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- Assist with weekly and monthly reporting for internal and customer stakeholders
- Maintain project dashboards and trackers (e.g. budgets, timelines, resource allocation)
- Support data collation for performance monitoring and KPI reporting
- Assist in tracking project budgets, costs, and invoicing inputs where required
Stakeholder & Communication Support
- Act as a central coordination point for communication between project teams (design, manufacturing, procurement)
- Liaise with internal stakeholders and external suppliers to gather information and follow up on actions
- Support preparation of client-facing documentation, presentations, and reports
- Assist with organising customer visits and onsite engagement activities
Commercial & Procurement Support
- Assist in the preparation of RFQs, tender documentation, and responses
- Support tracking of supplier information, quotations, and delivery timelines
- Maintain accurate records of supplier and commercial documentation
Quality, Compliance & HSE Support
- Support the maintenance of project records to meet internal quality requirements
- Assist with document preparation for audits, reviews, and validation activities
- Support HSE documentation, logs, and administration activities
- Ensure records are stored in line with company procedures and retention requirements
General Team Support
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- Provide day-to-day administrative support to the Head of Project Delivery and Project Manager
- Help coordinate team activities, onboarding of new project team members, and resource tracking
- Contribute to continuous improvement by identifying opportunities to streamline administration processes
To be considered for this opportunity
Essential
- Previous experience in an administrative or project support role
- Strong organisational skills with the ability to manage multiple priorities
- High attention to detail and accuracy in documentation
- Proficient in Microsoft Office (Excel, Word, PowerPoint, Outlook)
- Strong communication skills, both written and verbal
- Experience supporting projects in engineering, aerospace, manufacturing, or technical environments
Desirable
- Familiarity with project management tools (e.g. MS Project, Smartsheet, or similar)
- Understanding of project management principles (e.g. scheduling, risk tracking, reporting)
- Experience with document control or quality systems
Behaviours & Attributes
- Proactive and self-motivated with a “can-do” approach
- Comfortable working in a fast-paced, evolving project environment
- Collaborative team player with strong interpersonal skills
- Able to handle confidential and sensitive information appropriately
- Willingness to learn and develop within project delivery
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