Project Administrator

Project Administrator 
Large Beauty Brand  

  

Department: Consumer PR & Influence 
Location: London 
Contract type: 6-Month Fixed Term contract 
Full Time/Part time: Full Time 
Reporting into: Delivery Director 
 

 

About Ogilvy 

Ogilvy UK has been creating iconic ideas that deliver impact at scale for clients ever since David Ogilvy founded the company in 1948. Ogilvy UK specialises in bringing together brand advertising, customer experience marketing, PR, influence and consulting, all fuelled by Behavioural Science. Our world-class award-winning creative campaigns deliver solutions for clients including Sainsbury’s, Argos, , Mondelēz International, Unilever, TK Maxx and Pernod Ricard.  

In 2023, Ogilvy UK celebrated their 75th anniversary and was the most awarded agency in Europe. Ogilvy is home to the largest influencer marketing practice globally, and hosts the world’s biggest festival of behavioural science and creativity, Nudgestock – now in its 12th year. 

 

About the Role 

We're looking for a highly organised, detail-oriented, and proactive Project Administrator to join our vibrant team on a 6 month fixed-term contract. This isn't just an administrative role; it's a pivotal position where you'll be instrumental in enhancing our operational efficiency and ensuring our projects run like clockwork.

With the recent implementation of Workday and a high volume of exciting client projects, you'll be the backbone ensuring everything is meticulously organised, financially sound, and perfectly set up for precise reporting. This is your chance to make a tangible difference, supporting our client account and finance teams in a fast-paced, creative environment.

What You’ll Do

• Financial Administration Excellence: You'll accurately set up new projects, tasks, and budgets, ensuring every detail aligns with approved Statements of Work. You'll proactively track estimates, assist with reporting, and ensure strict adherence to financial processes – playing a key role in our financial health.
• Organisational Acumen: You'll be the central point for project documentation, maintaining meticulous records and ensuring everything is version-controlled and audit-ready. Your knack for organisation will keep our projects running smoothly.
• Process Champion & Educator: You'll draft clear internal communications, educate team members on best practices for Workday and administrative procedures, and foster seamless communication between account and finance teams. You'll empower your colleagues to work more efficiently!
• Compliance & Data Consistency: You will manage compliance across our influencer management platforms (Wrike, Trackr, and OCM), ensuring all data is consistent and accurate for auditing and performance measurement.

 

What You’ll Do 

• Financial Administration Excellence: You'll accurately set up new projects, tasks, and budgets, ensuring every detail aligns with approved Statements of Work. You'll proactively track estimates, assist with reporting, and ensure strict adherence to financial processes – playing a key role in our financial health.
• Organisational Acumen: You'll be the central point for project documentation, maintaining meticulous records and ensuring everything is version-controlled and audit-ready. Your knack for organisation will keep our projects running smoothly.
• Process Champion & Educator: You'll draft clear internal communications, educate team members on best practices for Workday and administrative procedures, and foster seamless communication between account and finance teams. You'll empower your colleagues to work more efficiently!
• Compliance & Data Consistency: You will manage compliance across our influencer management platforms (Wrike, Trackr, and OCM), ensuring all data is consistent and accurate for auditing and performance measurement.
  
  

What You'll Need 

• Proven Administrative Prowess: You've got a solid background in a highly administrative role, ideally within an agency, project-based environment, or a role with significant financial/operational process management.
• Operational Mindset: You're naturally drawn to process, organisation, and efficiency. You thrive on making things run smoothly and methodically.
• Financial Acumen: You understand basic financial principles, budget tracking, and the critical importance of accurate data. Experience with estimates, SoWs, and timesheet management is a big plus!
• Eagle Eye for Detail: You're meticulous and thorough, with an unwavering commitment to accuracy in data entry, documentation, and financial tracking.
• Process-Driven & Adaptable: You love establishing and improving processes, and you're a quick learner when it comes to new systems.
• Proactive & Self-Starting: You anticipate needs, identify potential issues, and take initiative to find solutions.
• Exceptional Communicator: You're clear, concise, and professional, confident in guiding colleagues on administrative procedures.
• Collaborative Team Player: You enjoy working effectively with Project Managers, Account Managers, and Finance.
  
  

Benefits 

• 25 days annual leave + 1 Volunteer Day 
• Bupa Healthcare
• Enhanced Maternity, Adoption and Shared Parental Leave
• We have a Flexible Working Model with core working hours: 10am – 4pm
• A 1.5:1 Matching Pension Structure
• Wellbeing and Health: Up to £25.00 per month towards physical or online exercise class membership, Unmind membership, LifeWorks tool and annual eye tests and development budgets and Wellbeing incentives and activities throughout the year 
• Season Ticket Loan and Cycle to Work Scheme
• Life Assurance