GBRAdministrative Assistant 2 Admin Support

Overview
We are seeking a highly organised and proactive Administrative Assistant to support our Aftermarket Project Management Team within a leading engineering and technology-driven organisation. This role is critical in ensuring smooth project execution effective communication and operational efficiency across the team. The ideal candidate will be detail oriented comfortable working in a fast-paced technical environment and able to coordinate multiple priorities with professionalism and accuracy.

Key Responsibilities
Administrative & Team Support
Provide daily administrative support to the Aftermarket Project Managers and wider engineering team.
Prepare meeting agendas take minutes and track follow-up actions.
Support internal and subcontractor cost booking.
Project Coordination
Assist with maintaining project documentation including schedules trackers bills of materials change logs and technical records.
Support the creation formatting and distribution of project reports status updates and customer-facing documentation.
Help track project milestones deadlines and deliverables ensuring information is up to date.
Coordinate project-related logistics such as travel arrangements site visits and supplier/customer meetings.
Data Management & Reporting
Maintain organised filing systems for project correspondence technical drawings contracts and other documentation.
Update databases ERP systems and project management tools with relevant project data.
Produce dashboards KPIs and performance reports as requested by the Project Management Team.
Aftermarket-Specific Support
Assist with processing aftermarket orders quotations and service requests.
Liaise with internal departments Engineering Procurement Finance Logistics and Service to support aftermarket project activities.
Track shipment schedules parts availability and service resource planning.
Support warranty documentation handling commissioning paperwork and close-out packages.
Communication & Stakeholder Liaison
Serve as a central point of contact for internal teams suppliers and customers for administrative and project-related queries.
Facilitate clear communication of project updates and documentation between departments.
Support customer communication by preparing polished documents presentations and follow-up summaries.

Skills & Qualifications
Essential
Proven experience in an administrative or coordination role ideally within engineering manufacturing or technical environments.
Strong organisational skills with the ability to manage multiple priorities simultaneously.
Excellent written and verbal communication skills.
Proficiency with Microsoft 365 (Outlook Excel Word PowerPoint Teams).
Ability to work with technical documentation and structured processes.
High attention to detail and commitment to accuracy.
Desirable
Experience supporting project teams or working within a PMO environment.
Familiarity with ERP or project management tools (e.g. SAP Oracle Dynamics MS Project).
Basic understanding of engineering terminology or product lifecycle processes.
Experience with aftermarket service operations or spare parts coordination.

Personal Attributes
Proactive resourceful and capable of anticipating team needs.
Strong interpersonal skills with the ability to build relationships across departments.
Comfortable working both independently and as part of a multidisciplinary technical team.
Adaptable and calm under pressure especially when handling shifting priorities.
Professional discreet and committed to high standards of work.