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Project Administrator Job Description

How to Hire a Project Administrator

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Project Administrator Job Description

We have an opening for a detail-oriented project administrator who can effectively strategise a plan, direct and monitor projects, and lead the team to success. You will make sure timelines and budgets are adhered to and frequently report on your progress. Organised, experienced candidates with strong interpersonal skills are encouraged to apply.

Project Administrator Duties and Responsibilities

  • Assist project manager in all administration functions and processes
  • Monitor all moving parts of the project, keeping them synchronised and moving forward
  • Facilitate development of project plans and manage them from inception to completion
  • Prepare, organise, and distribute all necessary project materials
  • Budget forecast and assess possible project risks and setbacks
  • Organise and implement formulated policies and procedures
  • Attend all project meetings and take notes
  • Maintain and update budgets as project progresses
  • Communicate pertinent information between management and staff
  • Calculate project metrics including quality assurance, profits and losses
  • Strategically create project plans, creating a timeline and setting benchmarks
  • Set goals, provide motivation, and thoroughly support your project team members
  • Advise staff on adherence to set budgets and project schedule
  • Supervise and delegate tasks to project assistants and other trained staff
  • Collaborate on project presentations
  • Foster positive and productive client relationships
  • Analyse project data and produce progress reports

Project Administrator Skills and Requirements

  • 2+ years proven experience as a project administrator or in similar management role
  • Strong leadership skills
  • Proficiency in Microsoft Suite (Excel, Access)
  • In-depth knowledge of our specific field
  • Extremely organised and focussed
  • Ability to motivate and and keep staff on task
  • Deadline driven
  • Excellent communication skills both oral and written

How to write a Project Administrator Job Description

To write a job description, we recommend starting with a job description template from our job description library, which contains examples for 800+ positions and professions. Our job description examples include a job summary with duties and responsibilities and skills and requirements, which can be personalised for your job vacancy.

How to write a Project Administrator job Advert

Use our job advert template to write a job advert for posting on job sites and job boards. Our job advertising templates are carefully created to help you reach your audience and beat the competition to the best talent.

Personalising Your Project Administrator Job Description Advise

The hiring process and recruiting new employees to fill your key roles requires a degree of personalisation if you are to attract the best employees in a competitive employment market. The right person for a crucial role or more senior roles will likely have other employers targeting them. As your job description will be the first point of contact, you need to nail your pitch and provide the best possible service.

When creating your bespoke description and advert, you should cover and promote these points:

Job title: This should accurately reflect the role and include keywords that top talent might be using to search for jobs.

Job duties: The day to day duties, such as administrative tasks, which vary depending on the company and inform the candidate if they can complete the role.

Technical skills: These are the hard skills required through training, such as proficiency with Microsoft Office.

Soft skills: These include the interpersonal skills and general abilities the right candidates will possess. For example, the competency to prioritise multiple tasks, handle customer queries and customer complaints, work alone, or build a good relationship with coworkers.

The company’s culture: Highlighting your company culture and values ensures employees thrive and find outstanding job satisfaction. Candidates that are not the right fit won’t waste their time completing the application process, meaning you can focus on qualified individuals and hire in a more timely manner.

Career progression: Including the career path will entice candidates looking for career growth. 

Training and development programs: Smaller companies may need employees with previous experience or provide educational assistance over internal training offered by larger organisations with more significant resources. 

Employee benefits: Compensation and benefits often fail to appear in job ads and while you may want to hold your cards close to your chest, failing to include them is a mistake. Consider answering common questions, such as working hours and paid leave. Researching the average salary for the role in these early stages will ensure you don’t waste your interviewer’s and the candidate’s time.

Skill gaps: Your company may need to bring in new skills beyond those required to complete the key role and duties. Thinking on an organisational level can be beneficial when contemplating skills diversity.

Legal requirements: Ensure your job advert and description does not ask for inappropriate or discriminatory personal details, such as age, marital status, or religion.


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