Project Administrator

We’re looking for a detail-oriented Project Administrator to support an engineering team across tender preparation, estimating administration, and post-award project documentation. This role is ideal for someone with strong organisational skills, technical aptitude, and experience managing documentation, deadlines, and multiple projects. You’ll work with estimators, suppliers, and internal teams to prepare accurate tender files and customer documentation while building your knowledge of pumps, mechanical equipment, and engineering processes.

• Review incoming requests for quotation and tender documentation, establishing the required electronic folders, working files, registers, and administrative controls.
• Prepare equipment and costing sheets for estimators, ensuring tender templates, reference information, and supporting documentation are complete and ready for technical input.
• Complete preliminary administrative reviews of customer terms, conditions, and contract documentation using approved processes, identifying departures from company requirements for estimator or management review.
• Prepare recommended spare-parts lists for pumps and equipment included in tender submissions using approved product information and internal guidance, for estimator review.
• Maintain structured tender and project files in SharePoint, ensuring documentation is stored correctly with consistent naming and version control.
• Support estimators with tender administration, submission requirements, schedules, registers, and other non-engineering activities required to complete proposals on time.
• Following project award, compile customer documentation, including instruction manuals, lubrication schedules, data sheets, pump curves, spare-parts information, and supplier records.
• Source required documentation from suppliers and internal libraries, ensuring the latest approved technical information is included in each customer package.
• Format, assemble, and quality-check project documentation against customer specifications, contract requirements, and agreed submission dates.
• Submit completed documentation to the responsible estimator for technical review and incorporate required changes before external release.
• Create, update, and manage package tasks in Microsoft Planner, monitor due dates, and prioritise work in line with customer and contractual deadlines.
• Communicate early when information is missing or deadlines are at risk, coordinating with estimators, operations personnel, suppliers, and other stakeholders to resolve issues.
• Manage assigned workloads independently across multiple tenders and awarded projects while maintaining accurate progress records.