Project Administrator

Birmingham, United Kingdom Countrywide
21 Oct 2016
25 Jan 2017
Contract Type
Full Time
Our UK buildings group is involved with an unusually diverse range of projects that include hi-tech, industrial, research, aviation, rail, education, infrastructure, and defence both within the UK and overseas. The group works closely with a range of in house services to bring a unique blend of technical excellence and truly single source capability to clients.

The Commercial Team which supports the group are looking for a Project Administrator to join in our central Birmingham office.

Role Purpose

To support project delivery teams to achieve a positive financial outcome across a programme of Technical Advisory and Project Management projects. To support the project delivery teams in delivering the programme within the Jacobs & client governance structures.

Key Responsibilities

Project Initiation:

  • Support the Programme management team to agree delivery models for projects instructed under the framework
  • Agree fees and fee schedules with the client
  • Agree fee schedules with delivery partners
  • Responsible for project initiation and set up in Jacobs project Management systems
  • Liaise with the Lead Technical Advisors (TA) & Project Managers (PM) to ensure smooth handover of project to delivery team
  • Ensure that POs are issued by the client within agreed time frames

Contractual, Scope & Change Management:

  • Support Lead TA's & PM's in the production of variation orders
  • Responsible for updating project financials for all approved variations
  • Central contact for issuance of variations to the client and notification of approvals back to Lead TA
  • Responsible for monitoring and escalation of delays to variation approvals
  • Responsible for maintaining accurate records and central database for variations across the programme

Finance & Project controls:

  • Coordination of invoice schedules and work with invoice administrator to ensure monthly invoicing completed
  • Maintain a commercial issues log and liaise with client & Programme Management team to resolve issues
  • Monitor debt and interface with Client accounts payable team to resolve payment issues
  • Work with project teams to compile estimates to complete and monitor and support completion of project finance reviews and project status reports
  • Production of monthly financial reports for Programme Management team

Sub-contractor management:

  • Responsible for management of delivery partners fee schedules
  • Responsible for ensuring delivery partners invoice to agreed fee schedules and management of invoicing discrepancies

Resourcing & forecasting:

  • Support Programme management team in development and monitoring resourcing plans

  • Support Programme management team in forecasting financial outcomes at the project & programme level


  • Support lead TAs & PMs on implementation of QA system
  • Monitor compliance to QA system and report to Programme management team non-conformances.
  • Maintain records of non-compliances and action plan

We offer a competitive package commensurate with experience which includes a Pension and Life Assurance Scheme and the opportunity to participate in our Flexible Benefits programme which offers up to 29 days holiday per annum and a range of additional benefits.

Jacobs is an Equal Opportunties employer and is committed to the safety and well-being of all.