Project Administrator

We have a vacancy for a Project Administrator based in our Antwerp or Brussels Office.

Reporting to the Administration Manager, we are looking for an experienced Project Administrator to join our team. In this role, you will be working with Project Teams helping to provide comprehensive admin support. Working across multiple projects & departments, while maintaining a strong working relationship directly with the Admin team and the wider office.

This is a full time position based out of our Antwerp or Brussels office. Initially it will be full time office based, but will move to Hybrid working after an initial induction period.

Who we are

PM Group is an employee owned, international project delivery firm with a team of 3,600+ people. We are world leaders in the pharma, food, medtech and mission critical sectors. From our network of offices in Europe, Asia and the US, we work with the world's leading organisations. We are focused on growing a sustainable business centred around our people, our clients and trade partners.

Document Control Responsibilities:

• Managing the Aconex document management system for PM Group on site
• Managing the BIM 360 collaboration system for PM Group on site
• Overviews document control operation on site and maintains status of all IFC documents issued to site from Head Office
• Set up/maintain central filing for site documents
• Organises document scanning/archiving
• Support snag list compilation and close-out
• Assisting in the compilation of as-building handover documentation

Office Administration Responsibilities:

• Main point of contact for PM Group administration function on site
• Assisting visiting engineers and PM Group management with inductions and documentation when visiting site
• Organising internal site meetings and coordinating agendas
• Liaising with GC/Client administration and security where required
• Updating and filing of weekly minutes of meetings between PM Group and external companies
• Assisting with compilation and filing of site observation reports
• Maintaining PPE register and ordering new supplies as required
• Maintenance of PM site team holiday calendar

• Provision of general admin support to Project Teams & Engineering Disciplines across the office.
• Responsible for the daily management and co-ordination of various admin activities on busy Projects, while working closely with Project Managers, Senior Management & Project Teams
• Preparation & formatting of Project documentation & reports in accordance with our company Standards
• Document management using our company document management systems and Client platforms
• Compiling of reports, logs, presentations and various other ad-hoc project docs
• Project Diary Management
• Maintain meeting schedules
• Interface & liaise with Clients where required
• Providing General Administration support to other departments within the Organisation as required.

• A minimum of 3+ years relevant experience
• Excellent communication and interpersonal skills
• Friendly, positive and flexible attitude to work
• Excellent ability to work on own initiative
• Enjoys working and interacting with different teams & individuals
• Strong multi-tasking and prioritisation skills
• Proficiency & experience in MS Word, Teams, Excel, PowerPoint, Lucid Chart, G Suite
• Experience of Document Management & collaboration platforms

Why PM Group?

As an employee-owned company, we are inclusive, committed and driven. Corporate Responsibility and Sustainability are the heart of our new 2025 business strategy. Click here to read more in our Corporate Responsibility & Health and Safety Report 2020.

Inclusion and Diversity are core to our culture and values. Wherever we work, we commit to a culture of mutual respect and belonging by building a truly inclusive workplace rich in diverse people, talents and ideas. Valuing the contributions of all our people and respecting individual differences will sustain our growth into the future.

PM Group is committed to ensuring our hiring process is fair and accessible to all and will provide candidates with disabilities with reasonable accommodations required to participate in the recruitment process. If you require any assistance in this regard, please let us know.

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