Administration Assistant

Administration Assistant

[Employer hidden] are currently recruiting an Administration Assistant on behalf of our client based in Leicester. The role will be on a 12-month contract and offers a hybrid working arrangement.

ROLE

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.

RESPONSIBILITIES

• 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.

REQUIREMENTS

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.