We are seeking a highly organised, proactive and detail-oriented Project Delivery Administrator to act as the operational backbone of the client's growing agency. This role plays a critical part in maintaining delivery stability across all live projects. You will provide the structure, coordination and reporting oversight that enables the Media & Marketing Lead to focus on strategic direction, while ensuring deadlines are met, risks are surfaced early and clients receive a seamless, professional experience. This is an opportunity for someone who thrives in a fast-paced, entrepreneurial environment and takes pride in bringing clarity, discipline and momentum to a growing team.
Hiring Status
URGENT HIRING
Work Arrangement
Remote, Full-Time
experience level
Mid-Level
Key Responsibilities
Project Coordination & Delivery
Maintain and manage project workflows within Asana (or equivalent project management platforms), ensuring tasks, deadlines and ownership are clearly defined and consistently updated
Monitor delivery timelines and proactively follow up with team members on upcoming or overdue actions
Identify delivery risks, capacity constraints or bottlenecks early and escalate appropriately
Support delivery governance by ensuring accountability and visibility across all active projects
Produce clear, structured project status updates for internal oversight
Weekly Operational Reporting
Own the preparation and consolidation of structured weekly operational reports for the Media & Marketing Lead
Provide clear visibility on delivery status, risk indicators, workload capacity, priority shifts and mitigation actions
Ensure reporting is accurate, data-led and presentation-ready
Gather inputs from relevant team members in advance of deadlines to ensure completeness
Circulate the completed weekly report by close of business every Friday to enable leadership review and forward planning
Meeting & Calendar Management
Coordinate internal and client-facing meetings, ensuring efficient scheduling and preparation
Prepare structured agendas where required
Take comprehensive meeting minutes and circulate clear action points with assigned owners and deadlines
Maintain oversight of team calendars to avoid scheduling conflicts
Liaise with third-party vendors or partners to coordinate scheduling and logistics
Client Support & Communications
Draft and manage professional client correspondence
Support the preparation of client presentations, proposals and performance reports
Maintain accurate and up-to-date client documentation
Monitor shared communication channels and escalate urgent matters appropriately
Help ensure a consistently high standard of client delivery and relationship management
Systems, Process & Organisation
Organise and maintain digital filing systems for contracts, assets and project documentation
Ensure documentation is structured, current and accessible
Identify opportunities to improve workflows and increase operational efficiency
Contribute to building scalable systems that support agency growth
What Success Looks Like
Within 3 Months
Fully embedded in the project management system, with all live projects accurately tracked and consistently maintained
Established a reliable weekly reporting cadence, delivering structured operational reports by COB each Friday without fail
Built strong working relationships across the team and developed trust with key stakeholders
Demonstrated sound judgement in identifying risks and escalating appropriately
Implemented clear and dependable processes for meeting coordination and follow-up
Within 6 Months
Proactively identifying and implementing process improvements that enhance delivery stability
Producing insightful weekly reporting that highlights trends, risks and practical mitigation actions
Confidently managing client communications within agreed parameters
Acting as a trusted operational partner to the Media & Marketing Lead
Increasing overall visibility, accountability and coordination across projects
Candidate Profile
We are looking for someone who combines structure with initiative, and professionalism with adaptability.
You will bring:
Strong organisational capability and forward-planning instincts
Excellent written and verbal communication skills
High digital literacy, including confidence with project management tools and
Microsoft or Google Workspace
The ability to prioritise effectively in a dynamic, fast-paced environment
Professional judgement — knowing when to escalate and when to resolve independently
A calm, solutions-focused approach when managing multiple priorities
This Role Will Suit You If You:
Take genuine satisfaction in making things run smoothly
Enjoy variety and problem-solving
Want visibility across the full lifecycle of projects
Value precision, clarity and attention to detail
Thrive in a growing agency environment where your contribution has visible impact
This role is for one of our existing clients, and the successful candidate will work directly with the client’s team while collaborating with our agency to ensure smooth operations, adherence to standards, and proper documentation. The role involves acting as a primary point of contact for day-to-day responsibilities and requires a proactive, detail-oriented professional capable of managing multiple priorities independently.
Minimum 2 years of proven experience as a Project Manager or in other leadership and administrative roles with a focus on team support.
Experience working in a digital creative agency environment
Strong organisational skills with the ability to prioritize tasks effectively in a dynamic environment.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace applications.
Proficient in Project Management tools and procedures (Asana, Trello, ClickUp, Notion, etc.)
Familiarity in Slack
Excellent typing skills with attention to detail for data entry and documentation tasks.
Strong communication skills with professional phone etiquette and interpersonal abilities.
Experience with calendar management is essential.
Ability to work independently while being a team player who contributes positively to office culture.
Previous experience in event planning or project coordination is a highly preferred.
Bonus: Relevant Project Management certification such as Lean Six Sigma and PMP
Reliable internet for active engagement, clear microphone and video camera for meetings and quiet workspace.
Schedule: Monday to Friday
Shift: Monday - Friday 9 AM to 5 PM UK Time
Type: Full-time, Independent Contractor, remote (this must be your only job). No other employment or freelance projects.
Fully remote, work from anywhere
Monthly payout
21 general leaves
Mental Health Wellness Support
Access to UDEMY and other learning subscriptions
Creative and collaborative work culture
Exposure to high-impact roles within a growing marketing team
Work with purpose-driven organisations
Send your application to our form here. Our HR Partner will review submissions through our application form.
