Administrative Assistant M/F

Administrative Assistant M/F

YOUR MISSIONS

Our Engineering, Procurement & Construction (EPC) business line is looking for an Administrative Assistant to support the members of the construction team for their various project management tasks. 

The EPC Administrative Assistant provides administrative, logistical and project support to the UK EPC team ensuring that project administration, records, purchasing workflows, meetings, logistics and day-to-day coordination are handled accurately and on time. The Administrative Assistant acts as an enabler for the project team and is expected to work proactively, maintain confidentiality and help establish consistent administrative processes across the UK portfolio.

• Provide administrative and organizational support to the Regional EPC Manager, EPC Portfolio Manager, and UK project teams.
• Manage diaries, schedule meetings, workshops and project reviews, prepare agendas, record minutes, and follow up on action items.
• Maintain project filing systems and ensure accurate storage of project documentation, contracts, correspondence, permits, reports, and records.
• Raise purchase requisitions/orders, track receipts, support invoice matching, payment queries, and coordinate with Finance and Procurement.
• Maintain trackers for purchase orders, invoices, project costs, commitments, deliveries, and project actions.
• Coordinate travel, accommodation, site visits, meeting facilities, deliveries, couriers, and other project logistics.
• Support site setup and closeout activities, including offices, utilities, IT equipment, vehicles, consumables, and inventory management.
• Assist EPC team onboarding/offboarding, access management, equipment allocation, timesheets, attendance records, and general workforce administration.
• Coordinate and maintain supplier and subcontractor documentation, including insurance, HSE, training, and compliance records.
• Support monthly project and financial closing activities by ensuring all administrative, cost, invoice, and accrual documentation is complete and available.
• Act as the first point of contact for routine administrative queries from project personnel, suppliers, and visitors, escalating issues when required.
• Drive administrative process improvements, standardize trackers and filing practices, and provide additional support during periods of high project activity.

QUALIFICATIONS & EXPERIENCES

• Vocational qualification, diploma or degree in Business Administration, Office Management, Project Administration or a related field is preferred (equivalent relevant experience will also be considered).

• Minimum 3 years of experience in an administrative, project support or site administration role (experience in EPC, infrastructure or renewable energy projects is a plus).

• Good understanding of project administration, purchasing workflows, invoice processing, records management and basic cost tracking.

• Experience with ERP/procurement systems is desirable (IFS, SAP or equivalent experience is a plus).

• Proficiency in Microsoft Office Tools.

• Ability to prepare clear meeting minutes, trackers, reports and professional written correspondence.

• Professional fluency in English, both written and spoken.

• Full UK driving licence and occasional travel availability may be required, although this is expected to be infrequent.

KEY SKILLS

• Highly organised and capable of managing multiple priorities in a fast-paced environment.
• Strong attention to detail and commitment to delivering high-quality work.
• Proactive, resourceful, and solution-oriented, with the ability to work independently.
• Excellent communication and stakeholder management skills.
• Professional, discreet, and trusted to handle confidential information.
• Adaptable, resilient, and able to perform under pressure when required.
• Collaborative and service-oriented, with a strong sense of accountability and ownership.

If this opportunity excites you, apply now!