Manager Project Administration
Exyte GmbH Leixlip, The Municipal District of Celbridge — Leixlip, Ireland
Construction
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About the role
The Manager Project Administration will lead the project administration team to establish consistent processes and standards across a live construction project. They are responsible for overseeing project documentation, meeting coordination, reporting, and ensuring site-office activities align with project requirements.
What they look for
Requirements
Candidates should have significant experience in project administration, preferably within a construction or engineering environment, and possess strong leadership and organizational skills. Proficiency in Microsoft Office and document management systems like SharePoint is required, along with a relevant qualification in business or office administration.
Full description
Discover your exciting role
To manage and oversee all project administration activities across a live construction project.
The Manager Project Administration will lead the project administration team, establish consistent processes and standards, and ensure that project information, documentation, meetings, reporting and site-office activities are delivered accurately, efficiently and in line with project requirements.
This role is based in Finland.
About Our Data Centers (DTC) Division Exyte delivers comprehensive data center services from design to construction, ensuring efficiency and reliability. With our integrated project delivery approach, we have successfully executed numerous projects worldwide, including advanced intelligence data centers, hyperscale data centers, colocation and cloud-computing data centers using traditional construction as well as modular construction techniques.
Explore your tasks and responsibilities
Manage the delivery of project administration services across the live construction project.
Lead, support and develop the Project Administration and Site Administration team, including allocating work and monitoring performance against project priorities.
Act as the senior administrative point of contact for the Project Director, project leadership team and wider site organisation.
Establish and maintain effective project administration procedures, standards, templates and ways of working.
Oversee the coordination of project, construction and site-management meetings, ensuring agendas, presentations and supporting documentation are prepared to a high standard.
Ensure meeting minutes accurately record decisions, actions, owners and agreed deadlines, and that actions are followed through to completion.
Oversee project calendars, key dates, meeting schedules and recurring project activities to support effective planning and coordination.
Ensure project trackers, action logs, contact lists, distribution lists and organisation charts are accurate and kept up to date.
Manage the preparation and distribution of project reports, progress updates, dashboards and presentations for project leadership.
Provide high-level administrative and organisational support to the Project Director and senior project team.
Oversee the effective use of the project Document Management System, including SharePoint and relevant internal systems.
Ensure project documentation is correctly filed, current, appropriately controlled and accessible to authorised team members.
Monitor compliance with project administration processes and implement improvements where required.
Plan administrative resources in line with project needs and support recruitment, onboarding and training activities for the administration team.
Promote collaboration, consistency and knowledge-sharing across the project administration function.
Maintain accurate and confidential project records throughout the project lifecycle.
Show your expertise
Qualification in Business Administration, Office Administration, Project Administration, Business Management or a related discipline is desirable.
Significant experience in project administration, including experience managing or leading an administration team within a complex project environment.
Experience working within a construction, engineering or project-based environment is strongly preferred.
Strong working knowledge of Microsoft Outlook, PowerPoint, Word and Excel.
Strong experience using SharePoint, document management systems and other project platforms.
Proven ability to establish, manage and improve project administration processes, reporting systems, trackers and records.
Demonstrated people-management skills, with the ability to allocate work, set expectations, coach team members and manage competing priorities.
Excellent organisational skills and strong attention to detail, with an accurate and structured approach to work.
Ability to take ownership, make sound decisions and work independently in a fast-paced live construction environment.
Excellent communication, leadership and stakeholder-management skills.
Confidence engaging with project directors, senior leaders, site teams, subcontractors and external stakeholders.
Ability to remain calm under pressure and manage multiple priorities, deadlines and stakeholder requirements.
Strong understanding of confidentiality, document control, governance and accurate record-keeping.
Awareness of construction-site access, safety and security requirements.
Ability to drive continuous improvement and promote consistent ways of working across the project.
Contact:
You want to be part of the Exyte team? We look forward to receiving your application!
Please note that we only consider applications submitted through our application portal. Applications sent via email will not be considered due to data protection regulations.
