Project Administrator in East Sussex, England at Vortex Companies, LLC

Want to be part of one of the country’s fastest growing infrastructure businesses? The Vortex Companies, LLC delivers cutting edge trenchless technologies and turnkey services to make the worlds water cleaner and we’re growing every day!

We think BIG about solving the world’s toughest challenges in failing water, sewer and industrial infrastructure.

At Vortex, you will be surrounded with a culture that puts your safety first in all we do. If you like a fast-paced environment, a team structure that provides support, training, and development, then apply today!

Job Summary

The Project Administrator provides essential administrative and coordination support across the Clean Rivers and Seas and Capital Delivery portfolio of works. This role ensures efficient project delivery by managing documentation, tracking progress, supporting compliance requirements, and facilitating communication between site teams, contractors, and stakeholders.

Working within the Project Management team, the Project Administrator plays a vital role in maintaining project controls, ensuring adherence to safety and regulatory standards, and supporting the timely completion of works.

Key Responsibilities

Project Coordination & Support

• Assist Project Managers in the planning, execution, and monitoring of projects
• Maintain project schedules, trackers, and progress reports
• Coordinate communication between site teams, subcontractors, suppliers, and clients
• Organise and schedule project meetings, site visits, and reviews

Document Control & Administration

• Manage and maintain project documentation, including drawings, permits, and technical specifications
• Ensure document control processes are followed (version control, distribution, archiving)
• Prepare and update project files, reports, and records in line with company procedures
• Handle correspondence related to project activities

Compliance & Safety Support

• Assist with the preparation and tracking of permits and the creation and monitoring of Health and safety files.
• Support compliance with industry regulations, environmental standards, and health & safety requirements
• Maintain accurate records of certifications, inspections, and audits

Financial & Commercial Support

• Assist with purchase orders, invoices, and cost tracking
• Monitor project budgets and flag discrepancies to the Project Manager
• Support subcontractor administration, including onboarding documentation and timesheet tracking

Data Management & Reporting

Maintain project databases and management systems

Compile regular project reports, KPIs, and performance summaries

Track milestones, deliverables, and deadlines

Key Skills & Competencies

• Strong organisational and multitasking skills
• Excellent attention to detail and accuracy
• Effective communication and collaboration abilities
• Ability to work in a fast-paced, site-driven environment
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with project management or document control systems (desirable)
• Basic understanding of pipeline or civil engineering projects (desirable)

Qualifications & Experience

• Previous experience in an administrative or project support role
• Experience within the drainage industry is desirable
• Relevant qualification in Business Administration or Project Management (desirable)
• Knowledge of health & safety procedures (e.g., CSCS, SMSTS, or equivalent – desirable)

Working Conditions

• Combination of office-based and occasional site-based work
• May require travel to project sites
• Interaction with operational teams in potentially high-risk environments (PPE required when on site)

Key Performance Indicators (KPIs)

• Accuracy and timeliness of project documentation
• Efficient coordination of project activities
• Compliance with regulatory and safety requirements
• Adherence to project timelines and reporting deadlines