Project Administrator

At Ignite Recruitment Services we strongly believe in “being of service” to our clients. We make it a point to ensure that the experience candidates and clients have with us is only a positive one.
Our client is now looking for a Project Administrator. 

PROJECT ADMINISTRATOR
 

About the Role
This role sits within a fast-paced creative production environment, specialising in project management, design, artworking, digital content, print, brand activation, and sustainable solutions. Project Administrators are central to the smooth running of jobs and projects at every level, working alongside Project Coordinators and Managers to provide organisational and administrative support, as well as liaising directly with clients.

Project Administrators follow projects from start to finish, ensuring that products and services are delivered on time and to a high standard. Strong communication and organisational skills are key, with the ability to coordinate multiple stakeholders while working under the pressures of deadlines and budgets.

The workflow approach blends structured methodologies with flexible, adaptive processes, so all team members need to be comfortable with both. Occasional work outside of regular hours may be required as part of this role.

Main Duties and Responsibilities

Client Liaison

• Support senior project team members in client communications.

• Receive and interpret briefs, preparing internal orders for quoting.

• Keep clients regularly updated on job status, ensuring their expectations are met.

Job Management

• Enter data into the MIS system.

• Translate orders into briefs for design, studio, production, packing, and installation teams.

• Prepare and manage spreadsheets for rollouts, analysing data for quoting.

• Liaise with internal teams to ensure jobs are on track and provide feedback to clients.

• Prepare installation briefs for bespoke jobs.

• Provide essential administrative support, including spreadsheet preparation, formatting, label printing, and occasional procurement.

Financial and Commercial Management

• Ensure accounts are kept up to date and invoiced accurately on time.

Teamwork

• Maintain clear and positive communication with all teams and directors.

• Collaborate constructively to ensure projects are completed correctly and efficiently.

General

• Support additional bespoke projects outside of daily duties to broaden skills.

• Perform other reasonable tasks as required by Directors or department heads.

• Follow health and safety procedures at all times.

• Promote and follow sustainability policies and procedures.

Essential Skills and Characteristics

• Excellent time management and organisational skills.

• Strong attention to detail.

• Clear written and verbal communication skills.

• Ability to remain calm under pressure.

• Leadership potential with a collaborative mindset.

• Proficiency in MS Excel and MS Office.

• A quick learner with a positive, proactive approach.

Desirable Skills and Characteristics

• Ability to manage multiple projects simultaneously.

• Enthusiasm, pride, and energy in all tasks undertaken.

• A dynamic, solution-oriented mindset.

Guiding Principles

Embrace being outside of your comfort zone – growth happens there.

Be quick, but don’t rush – agility without compromising quality.

Stay curious and open to new ideas.

Work together – all hands on deck when needed.

Take ownership and accountability.

Protect a positive culture – focus on ideas and vision, not negativity.

Equality and Diversity
We are committed to fostering a working environment where diversity is valued and everyone is treated with fairness and respect.