Project Administrator

ABOUT US

We power brand engagement through outstanding communications, conversations and outcomes which make lives better.

Headquartered in the UK, but with offices in 25 countries worldwide, we are committed to providing innovative, sustainable and trusted solutions to our clients. Our people make us who we are.

And there are over 1300 of us adding value for our clients every day, worldwide. By powering brand engagement through the work that we do to make lives better, we have purpose beyond profit, and this purpose is at the heart of all we do.

Our Purpose and Cultural Beliefs – the values and behaviours we want to see in all that we do - were developed through consultation with colleagues and stakeholders, and we all recognise the importance of always living and operating by these. It is the reason that we come to work.

We also want to ensure we are creating a sustainable business.

That's why we apply a Responsible Business framework to our operations, measuring and effectively managing our triple bottom line performance and creating mutual benefit and value.

ROLE OBJECTIVES

We have a fantastic opportunity for an English and Turkish speaking Administrator to join our growing team. We work with a flexible / hybrid model with days in our Warsaw office and days from home. We are open to applications from outside of Warsaw for the right candidates.

You would be supporting our teams and clients, providing an efficient and professional service to in-country stakeholders.

The Project Administrator will provide ongoing execution of key tasks and actions throughout multiple accounts and manage the internal business processes and follow audit trails including governance & contract adherence at a local level.

KEY RESPONSIBILITIES

On an end to end, project by project basis work with the Customer Relationship Manager and Purchase Manager to deliver these as required both locally and across EMEA Coordinates the internal administration process :

Purchase Order (PO) requisition, processing through proprietary IT systems and follow up to job completion (Proof of Delivery requisition and Invoicing) and process orders (from instruction to invoicing) in line with service level agreement, client brief and expectations, quality & ISO standards

Manage critical path schedules within projects to adhere to key terms of the client’s / supplier’s contract and SLA e.g. pricing, turnaround times etc

Ensuring procurement and services operations run smoothly keeping track of contracts and invoices, managing the processes, keeping accurate records, and assisting programme teams on milestone management

Follow and update operational and project reports as directed covering areas such as : Operational Status, Job Tracking, Job Critical Path Escalate to the Senior Client Relationship Manager / Buying Lead / Country Manager any situation requiring contingency planning and crisis management, with a solution-led attitude

KPI : Maintain incident log for both internal, client and supplier incidents at 100% Question to understand or clarify expectations and provide client with essential business as usual information including notifying them when projects are slipping or of potential problems.

WHAT YOU'LL BRING

Strong Romanian and English language skills (spoken and written)

Experience of working with business processes such as invoicing, project management and purchase orders will be an advantage

Solid organisational, prioritisation and time management skills and the ability to coordinate and track multiple projects simultaneously

Sound numerical skills, ability to process large volumes of data and the ability to apply these skills in a business context

Excellent Microsoft Office skill particularly Excel and Word

Strong professional communication skills

Experience in an administrative or hospitality role will be considered as training can be given

WE EMBRACE INCLUSION, EQUALITY AND DIVERSITY

Communisis is committed to creating a great place to work for everyone, celebrating the things that make everyone unique and delivering an inclusive and diverse business that is reflective of our communities. We recognise and value the benefits to the business and colleagues that is gained by embracing inclusion, equality, and diversity – we encourage people to be themselves at work and want to create a true sense of belonging. We will ensure that our colleagues are working in safe environments and continually seek ways to reduce the chance and incidence of harm, and this includes both the physical and mental wellbeing of all.